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What are the different container types in Paperless, and how can I use them to organize library items? - Knowledgebase / Paperless for Windows / Managing Library Items and Metadata - Mariner Software

What are the different container types in Paperless, and how can I use them to organize library items?

Authors list
  • What are the different types of containers in Paperless
  • What are the differences between the three container types:
    • Collection
    • Smart Collection
    • Folder
  • How can I use the different container types to organize library items in Paperless?

In Paperless, all library items show under the Library heading (at the top of the Source Pane). It is possible, though, to use containers (elements used to sort library items) to sort, separate, or automate searches for specific documents in one of two different places:

  • in Library (globally, searching all library items in your Paperless library)
  • within another container (searching all library items within a specific area within your library)

Container Types

Collection (or Static Collection)

A collection is a container that library items are organized into. The user manages which library items appear in the collection by adding or removing the library items manually.

Smart Collection

A smart collection is another type of container that library items are organized into. The user sets parameters for a smart collection to search for (for example: 'Title' contains "XYZ") and Paperless will automatically display library items that match the specified parameters.

Folder

A folder is a container that can contain collections, smart collections, and other folders. Folders make it possible to organize other containers.

Folders cannot contain library items; they can only contain other containers.

Collections, smart collections, and folders are added to a smart collection manually, by the user.

Using Containers

Here are some tips for using containers in Paperless:

Specifying the locations a smart collection searches for library items within

Where a smart collection searches depends on the location the smart collection is organized to:

  • If a smart collection is added to a folder, it will only search the contents of the folder that contains it.
  • If a smart collection is not added to a folder, it will search your Paperless library globally (your whole library at once).

How do I remove a library item from a collection or smart collection?

How do I remove a container from a folder?

All containers are organized hierarchically. Adding a container to a folder is very-similar to adding one folder to another in Windows Explorer.

To remove a container from a folder:

  1. Click (and hold) on the container.
  2. Drag the container to a point outside of the folder's hierarchy.
  3. Release the mouse (to drop the container).

Does Adding a library item to a collection or smart collection duplicate library items?

No. Adding a library item to a collection or smart collection does not duplicate the library item.

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