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Creating and Managing Smart Folders

Smart folders are used to manage documents outside of a project, task, or issue, and are found in the main Documents area in the Global Navigation Bar.

You can set up a smart folder to filter assets and display only those important to you, rather than searching through all of your assets.

 Smart folders are found in the Documents area.

Understanding Default Smart Folders 

Two smart folders are available to you by default the first time you access the Documents area: All Documents, and Recent. You can edit, rename, or copy default smart folders, but you cannot delete them.

You can create additional smart folders to meet other asset management needs.

Displaying Smart Folders 

You can display folders in thumbnail, standard, or list view. To change the view, use the view options in the upper-right corner.

Creating a Smart Folder 

  1. Navigate to the Documents area where you want to create the smart folder.
  2. Click Create 
  3. Click Smart Folder
  4. Specify a name for the smart folder in the Folder Name field.
  5. Click Add a Filter Rule.
  6. Identify the information to be populated in the report by selecting the appropriate data type.
  7. Select the desired filter qualifier. 
    For more information about each qualifier, see "Filter and Condition Qualifiers."
  8. Complete the filter rule, then click Save Folder.

Editing a Smart Folder 

  1. Navigate to the Documents area that contains the smart folder that you want to edit.
  2. In the Folders column, click the drop-down arrow next to the smart folder that you want to edit.
  3. Click Edit.
    The Edit Smart Folder dialog box is displayed.
  4. Make your changes, then click Save Folder.

Renaming a Smart Folder 

  1. Navigate to the Documents area that contains the smart folder that you want to rename.
  2. In the Folders column, click the drop-down arrow next to the smart folder that you want to rename.
  3. Specify a new name for the folder, then press Enter.

Copying a Smart Folder

  1. Navigate to the Documents area that contains the smart folder that you want to copy.
  2. In the Folders column, click the drop-down arrow next to the smart folder that you want to copy.
  3. Click Copy.
    The Edit Smart Folder dialog box is displayed. The Folder Name field contains the original name of the folder, with the word Copy in parenthesis.
  4. Make your changes, then click Save Folder.

Deleting a Smart Folder 

  1. Navigate to the Documents area that contains the smart folder that you want to delete.
  2. In the Folders column, click the drop-down arrow next to the smart folder that you want to delete.
  3. Click Delete 
  4. Click Yes, Delete It.

Moving Assets Among Smart Folders 

To move items among smart folders:

  1. Drag an item from one smart folder and drop it into another smart folder.
    A link is created between the two folders.