Difference between revisions of "SmartFolders Overview"

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==Overview==
 
==Overview==
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[[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.
  
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[[Smart Folder|SmartFolders]] have the following features:
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===SmartFolder Features===
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{| class="wikitable" style="height: 185px;" width="719"
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==Permissioned Access==
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|-
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||'''Feature'''
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* [[User]] access to each [[Smart Folder|SmartFolders]] can be limited to any company or [[Role|role]] on a '''read only''' or '''read/write''' basis.
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||'''Functions'''
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* You can create secure folders that are shared with their clients providing for collaboration on specific projects or for secure file transfer.
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|-
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||
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Permissioned Access
  
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==File Check out/Check in Feature==
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||
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* [[User]] access to each SmartFolder can be limited to any company or [[role]] on a '''read only '''or '''read/write '''basis.
  
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* You can check out a file and the file will be '''read only''' until you check it back into the system.
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* You can create secure folders that are shared with their clients, providing for collaboration on specific projects or for secure file transfer.
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* 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.
 
  
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==Workflow Driven==
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|-
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||File Check Out/Check In
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||
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* You can check out a file and the file will be '''read only '''until you check it back into the system.
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* 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. 
  
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* Each folder can have a [[Workflow|workflow]] attached. This [[Workflow|workflow]] will trigger when a file is added to the folder.
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|-
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* Attaching a [[Workflow|workflow]] to a folder is very useful if you want to get an alert whenever a file is added or changed.
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||Workflow Driven
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||
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* Each folder can have a [[Workflows|workflow]] attached. This workflow will trigger when a file is added to the folder.
  
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==Internet Enabled==
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Attaching a workflow to a SmartFolder is very useful if you want to get an alert whenever a file is added or changed.
  
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* 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]].
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|-
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* You can also use this feature to "publish" documents such as '''PDF''' files to the Internet.
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||Internet Enabled
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||
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* Folders can be flagged as Internet enabled to allow for global access [[external]] to the folder contents without the need to log into SmartSimple.
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* You can also use this feature to publish documents such as '''PDF '''files to the Internet.
  
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==External Notes==
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|-
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||External Notes
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* Folders and files can have notes attached – independent of the content of the file itself.  
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||
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* 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.
  
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==Email File==
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|-
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||Email File
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* You can email any file to any contact from the [[Smart Folder|SmartFolder]].
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||
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* You can email any file to any contact from the SmartFolder.
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==New Folder and File Flag==
 
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* 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]].
 
  
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==Folder Size Limitation==
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|-
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||New Folder and File Flag
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||
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* 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. 
  
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* 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.
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|-
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||Folder Size Limitation
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||
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* Any number of folders can be created and any number of files uploaded to these folders, subject to the limitation of your Smartfolder subscription. 
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* If you need more space, use the [[Global Settings]] page to increase available space.
  
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If you need more space use the [[Global Settings]] page to increase the space available.
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|}
  
 
[[Category:System Management]][[Category:SmartFolders]][[Category:Applications]]
 
[[Category:System Management]][[Category:SmartFolders]][[Category:Applications]]

Revision as of 14:13, 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.
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