1. On the Global menu click Smart Folders.

If the user is logged in for the first time and there are no folders published to the user root folder is displayed.

2. Click the smart folder button. The following menu is displayed.
3. On the menu click Create.

Figure: Creating a smart folder

Smart Folder Creation window is displayed.

Figure: Smart Folder Creation window

4. Enter a name for the Smart Folder.
5. A smart folder type has to be selected. Click the browse button to select a smart folder type.

Smart Folder Types window is displayed.

Figure: Smart Folder Types window

Here different Folder Types are listed. 

On expanding the type Document, different document types are listed as shown in the following figure. On expanding the type Task, type item Task Resources is displayed.

Figure: Different Document Types

6. Select a Smart Folder type and click OK.

After entering the basic details for creating a smart folder next step is to assign Rules to the smart folder. There are three types of rules that can be assigned to smart folders. They are:

• Manual Rule
• System Rule
• Create from Genealogy

Option Manual Rule is selected by default while opening the smart Folder creation window.

Creating rules and defining rule criteria is explained in the section Creating rules and defining rule criteria.

1. On the Smart Folder Creation window select the smart folder type and enter a folder name.
2. Select the radio button next to  the option System Rule.

Figure: Creating System Smart Folders

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

Figure: System Rule Selection window.

4. System Rules window is displayed. Here system rules corresponding to the selected folder type is displayed. Select a rule and click OK.

Smart Folder is created successfully and based on the selected rule, items will be available in the smart folder.

1. Click the browse button to select a Smart Folder Type.
2. Smart Folder Types window is displayed. Only folder types Documents, Enquiry/project and Task is displayed here. Select a folder type.

Figure: Selecting smart folder type

3. On the Smart Folder Creation window select the radio button next to Create From Genealogy.

Figure: Selecting create from genealogy option

NOTE: When a smart folder is created using the Create from Genealogy option, the smart folder hierarchy is created as per the selected document genealogy hierarchy. If leaf level smart folder is selected, then in the Items Display Patter radio button next to Show All is selected. For all the parent level smart folder the option selected will be “Show manually added items.”

4. Click the browse button next to Select Genealogy.

Genealogy Selection window is displayed.

Figure: Selecting Document Genealogy

Select multiple genealogies: If multiple genealogies are to be selected, click the check box next to the option Select multiple genealogies. Checkboxes are displayed next to the folders listed in the window.

5. Select the genealogy structure based on which you want to create the folder structure and click OK. 

Figure: Displaying selected genealogy

Selected genealogy is displayed in the Smart Folder Creation window.

6. On the window click OK.

Smart Folder Structure is created based on the selected genealogy structure.

Figure: Smart Folder structure

1. Open the Smart Folder Creation window.
2. On the Smart Folder Types window select the item General.

Figure: Select folder types

3. Click OK to select the type. Smart Folder Creation window is displayed. Here the necessary details.
4. Click Add Criteria to add a rule for the folder
5. After entering all the details, on the Smart Folder Creation window click OK.

Figure: Creating a general folder

A general folder is created successfully.

NOTE: When the smart folder linked to a project is of type General, and a Project is created using the option Create From,  and if the checkbox next to the option ’Project linked smart folder’ is selected then, the smart folder structure created for the destination project is same as that of the source project. The value for Project ID of the parent smart folder of the destination Project is updated with the project ID of the destination project.

1. On the Smart Folder Creation window click the browse button next to Smart Folder Type. Smart Folder Types window is displayed.
2. On the window expand the documents option.

Figure: Selecting folder types

3. Select the type of attachment from the list and click OK.
4. Enter a name for the folder and assign rules to the folder. For more information on assigning rule refer Creating Rules and Defining Rule Criteria.

Attachment folders can be identified by the unique icons against them as shown in the following figure.

1. Select a smart folder and in the menu click the option Assign LOV Value. 

Select Custom Property LOV window is displayed.

Figure: Select Custom Property LOV window

On selecting a class, List of Values assigned the selected class is displayed. 

2. Select the checkbox next to the values that you want to assign to the Custom Property for the selected folder.
3. Click Save to store changes.

1. Select the root smart folder and in the menu click Create.

2. Smart Folder Types window is displayed. Select the folder type as Correspondence and click OK.

Figure: Smart Folder Types window

Smart Folder Creation window is displayed.

3. Select the radio button next to the option System Rule, System Rules window is displayed.

Figure: Smart Folder Creation window

4. Click the browse button next to System/Custom Rules.

System Rules window is displayed.

Figure: System Rules window

5. Select a System Rule and click OK to complete selection.
6. On the Smart Folder Creation window click OK.

Correspondence type folder is created based on the assigned rule. Correspondence folders created based on different rules are distinguished from other folder by the icons corresponding to the folder as displayed in the following figure.