Difference between revisions of "SmartFolders Overview"

From SmartWiki
Jump to: navigation, search
Line 1: Line 1:
 
==Overview==
 
==Overview==
−
 
 
[[Smart Folder|SmartFolders]] provide on-line storage for files, in a secure central location, that is accessible from any computer with Internet access.
 
[[Smart Folder|SmartFolders]] provide on-line storage for files, in a secure central location, that is accessible from any computer with Internet access.
  
−
[[Smart Folder|SmartFolders]] have the following features:
+
===SmartFolder Features===
−
 
+
{| class="wikitable" style="height: 185px;" width="719"
−
==Permissioned Access==
+
|-
−
 
+
||'''Feature'''
−
* [[User]] access to each [[Smart Folder|SmartFolders]] can be limited to any company or [[Role|role]] on a '''read only''' or '''read/write''' basis.
+
||'''Functions'''
−
* You can create secure folders that are shared with their clients providing for collaboration on specific projects or for secure file transfer.
+
|-
 +
||
 +
Permissioned Access
  
−
==File Check out/Check in Feature==
+
||
 +
* [[User]] access to each SmartFolder can be limited to any company or [[role]] on a '''read only '''or '''read/write '''basis.
  
−
* You can check out a file and the file will be '''read only''' until you check it back into the system.
+
* You can create secure folders that are shared with their clients, providing for collaboration on specific projects or for secure file transfer.
−
* If you share a folder with another company you can ensure that two people are not working on the same file at the same time.
 
  
−
==Workflow Driven==
+
|-
 +
||File Check Out/Check In
 +
||
 +
* You can check out a file and the file will be '''read only '''until you check it back into the system.
 +
* If you share a folder with another company, the check in/check out process can ensure that two people are not working on the file at the same time. 
  
−
* Each folder can have a [[Workflow|workflow]] attached. This [[Workflow|workflow]] will trigger when a file is added to the folder.
+
|-
−
* Attaching a [[Workflow|workflow]] to a folder is very useful if you want to get an alert whenever a file is added or changed.
+
||Workflow Driven
 +
||
 +
* Each folder can have a [[Workflows|workflow]] attached. This workflow will trigger when a file is added to the folder.
  
−
==Internet Enabled==
+
Attaching a workflow to a SmartFolder is very useful if you want to get an alert whenever a file is added or changed.
  
−
* Folders can be flagged as Internet enabled to allow for global access [[External|external]] to the folder contents without the need to log into [[SmartSimple]].
+
|-
−
* You can also use this feature to "publish" documents such as '''PDF''' files to the Internet.
+
||Internet Enabled
 +
||
 +
* Folders can be flagged as Internet enabled to allow for global access [[external]] to the folder contents without the need to log into SmartSimple.
 +
* You can also use this feature to publish documents such as '''PDF '''files to the Internet.
  
−
==External Notes==
+
|-
−
 
+
||External Notes
−
* Folders and files can have notes attached – independent of the content of the file itself.  
+
||
 +
* Folders and files can have notes attached, independent of the content of the file itself.
 
* This feature allows for annotation of files that could not be annotated otherwise, such as images.
 
* This feature allows for annotation of files that could not be annotated otherwise, such as images.
  
−
==Email File==
+
|-
−
 
+
||Email File
−
* You can email any file to any contact from the [[Smart Folder|SmartFolder]].
+
||
−
 
+
* You can email any file to any contact from the SmartFolder.
−
==New Folder and File Flag==
 
−
 
 
−
* When a new file is added it is flagged with the “new” flag for all [[User|users]]. Once a specific [[User|user]] has reviewed the item the flag is removed for that [[User|user]].
 
  
−
==Folder Size Limitation==
+
|-
 +
||New Folder and File Flag
 +
||
 +
* When a new file is added, it is flagged with the "new" flag for all users. Once a specific user has reviewed the item,, the flag is removed for that user. 
  
−
* Any number of folders can be created and any number of files uploaded to these folders - subject to the limitation of your [[Smart Folder|SmartFolder]] subscription.
+
|-
 +
||Folder Size Limitation
 +
||
 +
* Any number of folders can be created and any number of files uploaded to these folders, subject to the limitation of your Smartfolder subscription. 
 +
* If you need more space, use the [[Global Settings]] page to increase available space.
  
−
If you need more space use the [[Global Settings]] page to increase the space available.
+
|}
  
 
[[Category:System Management]][[Category:SmartFolders]][[Category:Applications]]
 
[[Category:System Management]][[Category:SmartFolders]][[Category:Applications]]

Revision as of 13:13, 29 May 2019

Overview

SmartFolders provide on-line storage for files, in a secure central location, that is accessible from any computer with Internet access.

SmartFolder Features

Feature Functions

Permissioned Access

  • User access to each SmartFolder can be limited to any company or role on a read only or read/write basis.
  • You can create secure folders that are shared with their clients, providing for collaboration on specific projects or for secure file transfer.
File Check Out/Check In
  • You can check out a file and the file will be read only until you check it back into the system.
  • If you share a folder with another company, the check in/check out process can ensure that two people are not working on the file at the same time. 
Workflow Driven
  • Each folder can have a 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.

Internet Enabled
  • Folders can be flagged as Internet enabled to allow for global access external to the folder contents without the need to log into SmartSimple.
  • You can also use this feature to publish documents such as PDF files to the Internet.
External Notes
  • Folders and files can have notes attached, independent of the content of the file itself.
  • This feature allows for annotation of files that could not be annotated otherwise, such as images.
Email File
  • You can email any file to any contact from the SmartFolder.
New Folder and File Flag
  • When a new file is added, it is flagged with the "new" flag for all users. Once a specific user has reviewed the item,, the flag is removed for that user. 
Folder Size Limitation
  • Any number of folders can be created and any number of files uploaded to these folders, subject to the limitation of your Smartfolder subscription. 
  • If you need more space, use the Global Settings page to increase available space.
Retrieved from ‘https://wiki.smartsimple.com/index.php?title=SmartFolders_Overview&oldid=34443’