Smartstaff
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* Each folder can have a [[Workflows|workflow]] attached. This workflow will trigger when a file is added to the folder.
* Attaching a workflow to a SmartFolder is very useful if you want to get an alert whenever a file is added or changed.
* For more information, see [[Auto Loader|Autoloaders]].
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* You can email any file to any contact from the SmartFolder.
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To access your SmartFolders, click the 9-square [[menu]] icon on the top right of your page.
:: [[Image:052919_MenuIcon.png|border]]
Under the heading '''Tools, '''select '''SmartFolders '''to display your SmartFolders window.
Within your '''SmartFolders '''window, select '''New '''to set up a new SmartFolder.
:: [[Image:SmartFolder2.png|border]]
The '''New Folder '''window is displayed.
:: [[Image:SmartFolder3.png|600px|border]]
===Folder Settings===
There are two views to a folder:
* '''Folder Content View: '''This view displays the files you have uploaded to the folder. When you open an existing folder, the content view is used. If you need to see or alter the folder setting, select the '''Folder Settings '''button.
:: [[File:052919_EF_SmartFoldersSettings.png|670px|border]]
===Folder Content and Properties===
Each folder has the following properties:
5. Check '''Everyone.'''
:: [[File:052919_EF_SmartFoldersEveryonePermissions.png|600px|border]]
6. Click the '''Save''' button.
You may repeat this process for other Security Settings under '''Company Permission Settings '''or '''Role Permission Settings. '''You may alter the Security of a folder at any time by going back and selecting different permission accessibilities.
'''Note: '''The recommended security is to only provide the [[Global User Administrator|System Administrator]] role with access to SmartFolders through System Features, then Internet-enabling or linking the SmartFolders on the [[Portals|portal]].
To provide SysAdmins with managerial access of SmartFolders, go to '''Global Settings > Security > System Feature Permissions. '''
:: [[File:Sys feature permissions1.png|600px|border]]
Once you have opened System Feature Permissions, go to the tab labelled '''Action Permission '''and scroll down till you find the '''SmartFolders - Manager''' box.
Click into the box to select the [[User role|role(s)]].
:: [[File:Smartfolders manager.png|400px|border]]
Click '''Save '''when you are done.
===Creating a Sub-Folder===
2. A new folder window is displayed. In this example, the parent folder ('''Location''') is set to "Autoloader."
:: [[File:052919_EF_SmartFoldersSub-Folder.png|400px|border]]
3. Under '''Company Permissions Settings - View Folder, '''select the binocular icon.
4. In the pop-up list of organizations, check the external company you want to allow viewing access to. In this example, it is "Amnesty International USA."
:: [[File:052919_EF_SFPermissions.png|450px|border]]: :* Be sure to click the '''Add '''button so that the selected company will show up at the bottom, under '''Selected Companies.''':* Be sure to deselect the other bottom choices of '''Inherit From Parent, Deny Company Access, '''and''' Everyone.'''
5. Repeat steps 3 and 4 for '''Company Permissions Settings - Modify Folder.'''
6. Under '''Role Permissions Settings, '''complete the following details:
::: [[File:052919_EF_SmartFoldersRolePermissions.png|500px|border]]
7. Click the '''Save '''button.
Now the access for the sub-folder you have created is as follows:
:* The company access to '''view '''and '''modify '''the folder is set to one external company. Anyone from this company can see the contents and add files to this folder.:* The role access is set to the '''Employee '''[[role]]. Anyone in any branch of the [[internal]] [[The Root Company|root organization]] can see the contents, modify, and add files to this folder. :* The role access is set to '''Deny Role Access '''for '''Create Sub-Folder. '''This means no one but the {{GUA}} is able to create a sub-folder from this folder.
Depending on the [[instance]], it may make sense to use company restrictions to establish security; in other situations, [[roles]] might be more effective.
1. Log in as on one of the contacts in the '''Contacts '''[[role]].
:* Remember that people outside of your domain will need to enter their full e-mail address.
The customer [[menu]] displayed.
3. The '''SmartFolders '''are displayed.
:* Any folders that are indicated with a '''New '''icon means that this is the first time you (in the '''Contacts '''role) are seeing these folders. :* If you have created other folders with different permissions, they would not be visible.
4. Log out from [[SmartSimple]].
SmartSimple will remember the last view of the folders, and re-display this view when you next use the application.
===Uploading Files to a Folder===
Once you have created a folder, you can upload files into that folder.
Remember:
:* Clicking on the folder name will display the folder contents, as well as the '''Browse''' and '''Upload''' buttons, '''Create Folder''' and '''Folder Properties''' button.:* If the folder contains sub-folders, then the names and creation date/time of these sub-folders are displayed.:* Clicking on a sub-folder name will display the contents for that sub-folder.:* Clicking the '''Folder Properties''' button will display the folder settings.
====Uploading a File — Step by Step====
Use the following steps to upload a file, or multiple files, to a SmartFolder.
1. Click on the 9-square menu icon on the top right of your page.
::: [[File:052919_MenuIcon.png|border]]
2. Under the '''Tools''' heading, select '''SmartFolders'''.
5. When you have navigated to the destination folder, click on the '''Folder''' icon to browse for the file you want to upload.
::: [[ImageFile:053019_EF_SmartFoldersFileUpload053019_EF_SmartFoldersUploadFile.png|border]]:: ::* In the File Upload screen, navigate to the file you want to upload, select it, and click the '''Open''' button. You may also upload multiple files.
6. Once you have uploaded your file(s), they will appear on the bottom list.
====File Options====
Once your file is uploaded, you can change the options related to that file. On the far right of the file list, the following options are available:
:::: [[File:053019_EF_FileOptions.png|border]]::: :::* '''Email''': Send the file to any contact with a valid email address in SmartSimple.:::* '''View URL''': Displays a short link that can be used to embed a link to the file in an email.:::* '''Rename''': Change the name of the file.:::* '''Description''': Change the description of the file.:::* '''Move''': Move the file to a new folder.:::* '''Notes''': Add notes to the file.
Next to the '''File Options''' is the '''Check Out''' icon.
::::: [[File:053019_EF_CheckOut.png|border]]
Clicking on this icon will allow you to check out that specific file. Fill in the Check Out Note and then select '''Check Out'''.
'''Tips''':
:::* Once a file is checked out, it cannot be altered or deleted until the person who checked it out (or a user with the role of [[Manager Permissions - System Permissions|System Permission - SmartFolders - Manager]] originally checks it back in. If the file has not been checked in, the check box displayed next to the file name will be greyed out.:::* If you have the software application installed on your computer that is associated with a specific file type, then the file will be displayed in the appropriate application icon.
=====Checking In a File=====
Checking a file back in will once again allow changes to the file to be made. To check in a file to the appropriate folder, return to that folder and select the '''Exclamation '''icon on the far right of the file list.
::::: [[File:053019_EF_CheckIn.png|border]]Locate the file you previously checked out and downloaded, and select the '''Check In '''button at the bottom of the page. This will check the file back into the Folder. ::::: [[File:053019_EF_CheckInButton.png|border]] The '''Undo Check Out '''button will revert the file back to the version it was prior to being checked out. ====Downloading Files====To download a file onto your computer, select the '''Download '''icon next to the file you would like to download. ::::: [[File:053119_EF_DownloadSmartFoldersFile.png|border]] You must repeat this downloading process for each file that you want to download in a SmartFolder. If you want to keep sets of folders in synchronization with local folders, download a copy of the [[SmartSync for Folder Synchronization|'''SmartSync Utility''']] to keep your desktop files in sync with your SmartSimple copies. ===Online Editing===Microsoft Word, Excel, and PowerPoint documents uploaded to SmartSimple can be edited directly from the system rather than having to download, edit, and re-upload each document. When you save the file from within the application that you are using, it will be uploaded to SmartSimple automatically. While you are editing the file, it will be marked as '''Checked Out '''so that no one else can edit the file at the same time. When enabled, clicking on the '''Edit '''button next to the uploaded file will launch the file in the Microsoft application. All versions of Word, Excel, and PowerPoint are supported. When the edits have been made and the file is saved, the edits will be appropriately reflected in the document saved to the [[:Category:SmartFolders|SmartFolder]] or [[:Category:Custom Fields|custom field]]. To follow and learn more about the process for online editing of files from SmartFolders, see our [[Online Editing]]page.
==See Also==
:::* [[Auto Loader]]
[[Category:System Management]][[Category:SmartFolders]][[Category:Applications]]