1. In the smart folder creation window click Add Criteria.

Figure: Adding Rules

A column for creating rule is appended. Here Parentheses (Brackets), Property, Operators and Values can be entered. 

2. Select a parenthesis or bracket from a drop-down list. Brackets can be inserted in the beginning and end of each rule criterion to frame rules in the form of loop. Single and Double parenthesis are available.
3. Select a property from the drop-down list. Properties will be listed based on the smart folder type.
4. Select an Operator from a drop-down list.
5. Enter a value for the selected property. Values can be typed in or selected by clicking the browse button based on the property selected.

NOTE: While creating rules, for a selected property if a user has to be selected as the value, on clicking the browse button in the User Search window, option to select Logged In User is available. Click the checkbox next to this option and click OK. In the field VALUE, <<LOGGED IN USER>> is displayed as the value. Once you save the rule, documents related to the logged in user will be displayed in the Smart Folder.

6. Select a bracket to close the rule.

NOTE: Double brackets is used when a sub-rule or group is created under a main rule.

7. Click OK.

Items satisfying the defined rules are moved to the Smart Folder created.

NOTE: When a new row is inserted, ‘AND’ is inserted automatically as default condition.

Let us see different examples of creating rules.

Example 1: Consider a document smart folder. A user wants to store documents belonging to a specific genealogy that are in Work In Progress status to this folder, rules are defined as shown in the following figure. Here an append condition "And" is used because two conditions or criteria has to be satisfied.

Example 2: Consider the case where a user wants to store documents belonging to a specific genealogy that are in Work In Progress and Release status. In this case double parentheses or brackets are used to create rules as shown in the following figure. Here Append Condition Or is used.

Thus different combinations of conditions and brackets can be used to filter the smart folder contents.

In the Smart Folder Creation window under the group Item display Pattern if Show All is selected, the parent folder and all the child folders under it are displayed.  If Show Manually added items is selected, only items added manually to the folder are displayed.

If Show Items based on rules are selected only items added based on rules to the folder are displayed. If the option Hide all is selected no items are not displayed in the folder.

Extend Display pattern to child folders: If the checkbox next to this option is selected, the selected display pattern of the Smart Folder is extended to the child folders.

1. In the Smart Folder Creation window click the radio button next to System Rule.
2. Select the  Smart Folder Type as Document and enter a Smart Folder Name.

Figure: Creating a system rule

3. Click the browse button next to the field System/Custom Rule.

System Rules window is displayed. Listing of System Rules displayed will depend on Smart Folder Type Selected.

Figure: System Rules selection window

Since the folder created is meant for handling mails sent to you, that attribute must be assigned to the folder. These attributes are available as system values in WRENCH. Map these values to the corresponding folder.

The following criteria are available here.

Inbox: Choose this option if the selected smart folder is meant for handling mails sent to you.

Sent Items (Correspondence): Choose this option if the selected smart folder is meant for storing copy of the sent mails.

Drafts: Choose this option if the selected smart folder is meant for handling draft mails or saved mails.

Related Correspondence: Choose this option if the selected smart folder is meant for handling a copy of the mail sent to a user. The copy would be available in the folder of all users who are members of the group in which the To..recipient is a member.

Reply Pending: Choose this option if the selected smart folder is meant for handling  mails for which a reply is not yet sent.

My Document Workspace: Choose this option if the selected smart folder is meant for handling objects in your workspace.

Sent Items (Document): Choose this option if the selected smart folder is for storing copy of documents that are Send, Forwarded, Closed and Force Closed.

1. Choose Inbox from the list of criteria and click OK.

The folder can handle all mails sent to you. In the same way you can create folders for handling drafts, reply pending mails, sent items etc. by assigning system criteria.

NOTE: System folders are displayed on top of list of smart folders. Other Smart Folders are listed below the system folders in ascending alphabetical order.

The folder can handle all mails sent to you. In the same way you can create folders for handling drafts, reply pending mails, sent items etc. by assigning system criteria.

1. In the Smart Folder Creation window click the radio button next to System Rule.
2. Select a Smart Folder Type as Transmittal and enter a Smart Folder Name.
3. Click the browse button next to the field System/Custom Rule.

System Rules window is displayed. System Rules for Transmittal is displayed.

Figure: System Rules selection window

The following criteria are available here:

Transmittal Details: Choose this option if the selected folder is for displaying transmittal details.

Latest Transmittal Released Documents: Choose this option if the selected folder is for displaying latest transmittal documents.

4. Select Latest Transmittal Released Documents and click OK.

The folder can handle all latest released documents.

1. In the Smart Folder Creation window click the radio button next to System Rule.
2. Select a Smart Folder Type as Task and enter a Smart Folder Name.
3. Click the browse button next to the field System/Custom Rule.

System Rules window is displayed. System Rules for Tasks is displayed in the window.

Figure: System Rules selection window

The following criteria are available here:

My Task Workspace: Select this option if the folder is for displaying tasks sent to the users workspace.

Sent Items (Task): Select this option if the folder is for displaying task items sent from the workspace.

4. Select Sent Items (Task) and click OK.

1. In the Smart Folder Creation window click the radio button next to System Rule.
2. Select a Smart Folder Type as Submittal and enter a Smart Folder Name.
3. Click the browse button next to the field System/Custom Rule.

System Rules window is displayed. System Rules for Submittal is displayed in the window.

Figure: System Rules selection window

The following criteria are available here:

Submittal (Sent): Select this option if the folder is for displaying sent submittals.

Submittal (Received): Select this option if the folder is for displaying received submittals

4. Select the required option and click OK.

NOTE: System rules cannot be defined for folder types Project, WBS and Reports.

1. Select the folder that has to be edited.
2. In the menu click Edit.

Smart Folder Edit window is displayed.

Figure: Editing smart folders

3. Make necessary changes and click OK to save changes.