This guide describes what information is needed when starting a new project and in what order CollectionPro should be configured. It serves as a practical checklist for project planning and execution.
Information Collection
At the beginning of the project, it is important to collect the following information from the customer or users:
- Data model – What fields are needed?
- Permissions – What user groups and permissions are needed?
- Installation – How much data is there?
- Migration – Is there any existing data that needs to be imported?
Defining the data model
The data model determines what kind of fields are used in the system. At a minimum, you will need:
- Field name – How do we name the field?
- Field Type – Single Line, Multiline, List, Date, Number, File Upload?
- Multiple fields – Can a field appear more than once?
- List type – Simple or hierarchical list?
📖 Read more about the field types here.
Additional recommended information:
- Required fields
- Multilingualism
- Fields for default, text, and table views
- Fields for full-text and advanced search
- Filters
- Separators
- Preview images
- Metadata mapping (e.g., from files to objects)
Manage access rights
Planning user groups and rights is a key part of the project. Required information:
- Group names and roles
- Group-specific permissions
- Authentication solutions (e.g. SSO)
- Tags and workflows
- Pool names and permissions
- Should we allow:
- Anonymous access?
- Self-registration?
- Sharing collections?
📖 Learn more about permissions here.
Installation (if on-premises)
If the system is installed locally, you will need the following information:
- The size of the storage (e.g. S3, disk)
- Estimated number of files
- URL for the user interface
- Authentication solutions (e.g. LDAP, SSO)
Migration
If you’re not starting from scratch, map out the structure of your existing data and aquire the following information:
- What data is imported?
- From which system?
- How do the fields match?
- Are conversions or merging required?
Testing and validation
Before going into production, it is important to test the functionality of the system:
- Is the data model correctly defined and functional?
- Do the permissions work as expected for different user groups?
- Are you able to upload, search, and preview files?
- Has the migration been successful and the data mapped correctly?
Hint: Create test users with different roles and test UI views and functionality through them.
Documentation and training
A well-documented system enables easy operation and maintenance:
- Create instructions for users (e.g. file upload, search, metadata editing)
- Document the data model and permissions
- Organize training or user guidance
Maintenance and further development
Once the project is completed, it is also good to plan continuous development:
- How is feedback collected from users?
- Who is responsible for maintenance and updates (on-premises)?
- Will new fields, views or integrations be needed in the future?