SmartFolders provide secure, centralized online file storage accessible from any computer with internet connectivity. SmartFolders organize files in a folder hierarchy, where each folder can have its own permission settings, an attached workflow, and sub-folders that inherit the parent folder's security settings. SmartFolders support permissioned access, file check-out/check-in controls, workflow automation, and internet-enabled folder publishing, and it allows Word, Excel, and PowerPoint files to be edited directly within the system.
Who: Global administrators and users with role-based access to SmartFolders.
When to Use SmartFolders
Use SmartFolders when:
- Files need to be shared securely with internal teams or external organizations, with controlled access by company or role. For example, sharing grant documents with an external partner or restricting budget files to a finance role.
- Documents require version control to prevent two users from editing the same file at the same time. For example, contracts, reports, or templates shared across teams.
- A workflow should trigger automatically when a file is added or changed. For example, sending an alert when a new document is uploaded to a shared folder.
- Files such as PDFs need to be published and made accessible to external users without requiring a SmartSimple login.
- Branding or styling files need to be stored in the SmartSimple database and transferred across environments during the change management process. Use Configuration Folders for this purpose.
How SmartFolders Works
SmartFolders organize files in a folder hierarchy within SmartSimple. Each folder has its own permission settings, can be linked to a workflow, and can contain sub-folders. The sections below describe the core capabilities available in SmartFolders.
Permissioned Access
Access to SmartFolders can be restricted by company or role on a read-only or read/write basis. Secure folders can be shared with external clients to support collaboration on specific projects or secure file transfers.
File Check-Out and Check-In
Checking out a file marks it as read-only until it is checked back in. When a folder is shared with another organization, the check-out/check-in process ensures two users cannot edit the same file at the same time.
Workflow Automation
Each folder can have an attached workflow that triggers when a file is added. This is useful for receiving alerts whenever a file is added or modified. For information on connecting workflows to folders, see the Autoloader Overview.
Internet-Enabled Folders
Folders can be designated as internet-enabled, allowing global access to folder contents without requiring a SmartSimple login. Internet-enabled folders can also publish documents such as PDFs to the internet. If a folder is internet-enabled, it must be permissioned for Everyone access.
External Notes
Users can attach notes to folders and files independently of the file content. This allows annotation of files that cannot otherwise be annotated, such as images.
Email File
Users can email any file stored in SmartFolders to any contact directly from within the folder.
Configuration Folders
Configuration Folders are integrated within SmartFolders and store files within the SmartSimple database rather than the application file system. Configuration Folders are particularly useful for branding or styling files. There is a 16 MB size limitation on files stored in Configuration Folders.
- Files stored in Configuration Folders can be transferred across environments during the change management process using tools such as the Test to Production (T2P) tool.
How Folder Security Works
Folders created within an existing folder inherit the security settings of the parent folder. Changes made to the parent folder security settings apply to all sub-folders within it.
It is recommended to grant SmartFolders access to the system administrator role only through System Features, and then enable or link SmartFolders on the portal. Depending on the site, company-level restrictions or role-based restrictions may be more effective for a given security scenario.
Online Editing
Users can edit Microsoft Word, Excel, and PowerPoint files uploaded to SmartSimple directly within the system, eliminating the need to download, modify, and re-upload each document. When a file is saved within the application, it is automatically uploaded back to SmartSimple.
While a document is being edited, it is marked as Checked Out to prevent simultaneous editing by other users. All versions of Word, Excel, and PowerPoint are supported.
Resources
For more information about SmartFolders, see: