Create a new empty collection.


  1. Open the Collections module.

  2. Click the “Create” button in the toolbox to prepare the new collection.

  3. Enter the properties of the collection into the fields.

  4. Invite participants to your collection, if necessary.

  5. Assign collection rights to the participants as required.

  6. Click the “Save” button to create the collection.

  7. You will be redirected to the detail view of the empty collection.


Marker Modul_Sammlungen_Erstellen_mit_Dateien_DE

1. Collection Name

Enter a meaningful name for the collection.. This is a mandatory field.


Note: To ensure optimum readability in the system, we recommend a maximum name length of approximately 40 characters.


2. Collection Description

Enter a description of your choice for the collection.

You can enter line breaks in the input field.


Note: To ensure optimum readability of the description in the system, we recommend a maximum length of approximately 500 characters (without line breaks).


3. Period of Validity

Enter a period of validity for the collection.

These dates do not affect the 4ALLPORTAL functions. They are only for organizational purposes, for instance to replicate the start and end date of a project phase.


4. Allow uploads

Activate the “Allow uploads” toggle switch to enable yourself and the collection participants to upload files directly into the collection.


You can find further information in chapter Upload and Import Using Drag & Drop (Collections Module).


5. Choose upload folder

When uploading files into a collection, you or the participants can freely select an upload folder where the files are to be saved. This may result in a disorderly uploading of files in various folders. 

To allow you to better organize the uploading of files for a collection, it is possible to assign a fixed upload folder to the collection. If this is done, there will be no option offered for selecting an upload folder when uploading files and the files will be saved in your specified folder.


6. Collection Permissions for Participants

Assign certain collection permissions to the participants for collaborating on the shared collection. Participants may, for instance, be authorized to edit the collection properties, add files to the collection, etc.


You can find further information in chapter Collection Rights for Participants.


7. Global Action Menu: Adding and Removing Participants

Click the three dots button to open the “Global action menu”. You can apply available actions to multiple participants in the list at the same time.

Within the Collections module, you can use the action menu to add participants to or remove participants from a collection.


Note:  The actions listed here may be different from what is actually available in your 4ALLPORTAL. This may be a result of restricted user permissions for files and folders that prevent you from carrying out certain actions such as deleting. Customized settings may also result in different actions being available.


8. Invite Individual Participants/Users

Click on this button to invite individual users to become participants in your collection.


  1. Use the search fields or scroll through the contact list to select users to invite.

  2. Use the checkboxes to select individual users.

  3. Click the “Add selection” button to confirm your selection.

  4. Clicking the “Save” button in the toolbox will now send an e-mail to the selected users to inform them about participating in the collection. Participants will now be able to view the collection in the Collections module.

Tip: You can also use the global action menu to invite new participants and to remove participants from the collection.


Note:  Participants must be 4ALLPORTAL users. When you are looking for participants to invite, the selection list will only show system users, not entries from the Contacts module.



9. Invite Multiple Participants/Users with a User Role

Click this button to invite all users with a specific user role to become participants in your collection.


  1. Use the search fields or scroll through the list to select user roles to invite.

  2. Use the checkboxes to select individual roles.

  3. Click the “Add selection” button to confirm your selection.

  4. Clicking the “Save” button in the toolbox will now send an e-mail to all users in the particular role to inform them about participating in the collection. Participants will now be able to view the collection in the Collections module.

Tip: You can also use the global action menu to invite new participants and to remove participants from the collection.