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Collections |
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After your team has been using Metabase for a while, you’ll probably end up with lots of saved questions and dashboards.
Collections are the main way to organize questions, dashboards, and models. You can think of them like folders or directories. You can nest collections in other collections, and move collections around. One thing to note is that a single item, like a question or dashboard, can only be in one collection at a time (excluding parent collections).
They're like file-system folders. You can put stuff in them.
{% include plans-blockquote.html feature="Official collections" %}
Metabase admins can designate collections as "official" with the following effects:
Pairing Official badges with verified items can help everyone in your Metabase sort out which questions people can trust.
To add an Official badge to a collection, an admin can visit the collection and click on the dot dot dot menu (...) and select Make collection official. Admins can also remove an Official badge in the same menu. Admins can also mark a collection as Official or not when they first create the collection.
Administrators can give you different kinds of access to each collection:
In addition to the collections you and your teammates have made, you'll also always have your own personal collection that only you and administrators can see. To find it, click on the "browse all items" button on the homepage and click on "my personal collection" in the list of collections.
You can use your personal collection as a scratch space to put experiments and explorations that you don't think would be particularly interesting to the rest of your team, or as a work-in-progress space where you can work on things and then move them to a shared place once they're ready.
To share items in your personal collection, for example to add a question in your personal collection to a dashboard in a public collection, you'll first need to move that item to a public collection.
In each collection, you can pin important or useful dashboards, models, and questions to make them stick to the top of the screen. Pinned items will also be displayed as large cards to make them stand out well.
To pin and un-pin things in a collection, you need to have Curate permissions for that collection.
To pin an item, find the item on the collection page, go into the three dot menu (...), and select Pin this.
To unpin a pinned item, hover over the pinned card, go to the three dot menu (...), and select Unpin.
For pinned questions, you can also choose whether to display the visualization from the three dot menu (...).
Pinned items will appear pinned for all people looking at the collection. If you just want to organize your favorite items, you should bookmark them (only you can see your bookmarks).
To move an item from one collection to another, just click and drag it onto the collection where you want it to go. You can also click on the the three dot menu (...) menu to the right of the item and pick the Move action.
If you're trying to move several things at once, click on the checkboxes next to the items' icons to select them, then click the Move action that pops up at the bottom of the screen.
Note that you have to have Curate permission for the collection that you're moving a question into and the collection you're moving the question out of. Metabase admins can move items into (and out of) anyone's personal collection.
You can move any question from a collection to a dashboard (and vice versa). Visit a question, click on the three-dot menu (...) and select Move. Pick a destination and your question will enjoy its new home.
If a collection has questions that have been added to dashboards in that collection, you can move the questions into their dashboards to declutter the collection.
To bulk-move questions into their dashboards, visit a collection page, click on the three-dot menu (...), and select Move questions into their dashboards. Metabase will pop up a modal to let you know what's going on:
You can preview the changes before initiating the move. Hit the preview button to see which questions will be moved into which dashboards. No questions will be moved into dashboards they weren't already added to. All this move does is "save" the questions to the dashboard rather than the collection.
In general, you want to save questions to dashboards unless you know people will want to re-use that question in multiple dashboards.
{% include plans-blockquote.html feature="Collection cleanup" %}
It's possible to ask too many questions. Fortunately, you can clean up collections by trashing items that people haven't even looked at for a period of time. Cleaning up old questions and dashboards can keep your Metabase from getting too cluttered, and you can always resurrect items from the trash if you need to.
On a collection page, click on the three-dot menu (...) and select Clear out unused items. Metabase will pull up a modal where you can select unused items to move to the trash. You can set how long items need to go unnoticed before they're culled by setting Not used in over, which you can set to trash items from one month ago to over two years ago. There's also a toggle to include/exclude items in sub-collections.
You can add events to collections, and organize those events into timelines. See Events and timelines.
You can upload data to collections. See Uploading data]
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