As your records collection grows, there may be a need to put a record in more than one folder. This is not possible with folders because a record can only reside in one folder, but you can create a virtual folder called "collection". A collection doesn't contain any records, t only links to your records. When you click on a collection, all the records linked to it will be retrieved and it looks just like a folder. On the project pane, a link icon will be displayed in the last column. Collections can be used as a handy tool to organize your records. For example, if you need to create a list of all the references for a new report, you can just create a collection. Then, drag and drop references from other places to this collection. The references you dragged are not moved to this collection; Biblioscape just creates a link so that all those records can be retrieved easily.
Creating a collection
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Creating a collection is the same as creating a folder except "Collection" is shown after the "Kind:" label. You can go to "File | Project | New Collection...". The label "Collection" is shown. Enter a collection name and click the OK button. |
Folders vs Collections
Since folders and collections are similar, you may want to know how to decide wether to create a folder or a collection. The principle is to use folders for major projects or research areas, and to use collections for sub-projects or ad hoc projects. Keep in mind that both folders and collections are for managing projects. A project is something you need to accomplish. They should not be used to classify records. In Biblioscape, categories are used to classify records.
Folders are exclusive
Because a record can only reside under one folder, folders are mutually exclusive. If you are a graduate student, you can create a folder to collect all the references that could be used in your thesis, and create another folder for a class you have to take. When you need to give a seminar about your research progress, you can create a collection and drag references from both folders into that collection. You can then generate a bibliography out of this collection for your seminar handout.
Records must be in a folder
Folders are used to store records. When creating or importing records, the new records will be added to a folder. If you open a collection and add a new record, the new record will be added to the last folder you opened and be put into the current collection as well. When you import records, only folders are listed as possible destinations. But, if you are in a collection before importing, the new records will be shown in that collection as well. In other words, all records must be in a folder. You can add or import records to a collection, but they still need to be in a folder.
Remove records from a collection
When you don't want to see a record under a folder, you can only delete it. If you don't want to see a record under a collection, you can delete it or remove it. If you chose to delete a record, it will be taken out of its folder and all collections. If you chose to remove it, the record will only be taken out of one collection. To remove a record from a collection, just click the right mouse button and select "Remove from Collection". The record will not be deleted; only the link between the reference and your collection is removed. You will not longer see the record under that collection, but you can still find the record in its folder or in other collections.