2,299
edits
Changes
no edit summary
:: [[Image:052919_MenuIcon.png|border]]
Under the heading '''Tools, '''select '''SmartFolders '''to display your SmartFolders window.
:: [[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.
::: [[File:053019_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. ====File Check Out/Check In=========Checking Out a 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.
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.
Once you check the box for a file or multiple files, the '''Trashcan '''icon will appear that allows you to delete.
::::: [[File:053119_EF_DeleteFilesSmartFolders.png|border]]:::
If you want to delete an entire folder, display the folder properties and click the '''Delete '''button.
==See Also==
:::* [[Auto Loader]]
[[Category:System Management]][[Category:SmartFolders]][[Category:Applications]]
