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SmartFolders Overview

64 bytes added, 15:40, 31 May 2019

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==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]]

2. Under the '''Tools''' heading, select '''SmartFolders'''.

3. Click on the SmartFolder to which you would like to upload a document. The contents of the selected folder will be displayed.

4. If the file should be uploaded to a sub-folder of the current SmartFolder, click into a sub-folder by clicking its name.

5. When you have navigated to the destination folder, click on the '''Folder''' icon to browse for the file you want to upload.

[[Image:053019_EF_SmartFoldersFileUpload.png]]

* 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]]

* '''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.

===File Check Out/Check In===

 

====Checking Out a File====

Next to the '''File Options''' is the '''Check Out''' icon.

Next to the '''[[File Options''' is the '''Check Out''' icon:053019_EF_CheckOut. png]]

[[File:053019_EF_CheckOutClicking on this icon will allow you to check out that specific file. Fill in the Check Out Note and then select '''Check Out'''.png]]

Clicking on this icon will allow you to check out that specific file. Fill in the Check Out Note and then select '''Check OutTips'''. :

'''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]]

 

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 check in icon on the far right of the file list[[File:053019_EF_CheckInButton. png]] 

[[Category:System Management]][[Category:SmartFolders]][[Category:Applications]]

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Emmy Fu

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