Intelligent Rule-Based Organization
- Create folders using manual, system, or genealogy-based rules
- Filter content using properties, operators, and conditions
- Use advanced logic (AND/OR, nested conditions) for precise filtering
Automatically Organize Instantly Access. Always up to Date
Transform how you manage documents, tasks, transmittals, and communications with rule-based Smart Folders.
What Does It Do
Rule-based folders that gather your work
Managing engineering projects often involves handling thousands of documents, emails, tasks, and transmittals spread across multiple systems and folders. This leads to inefficiencies, delays, and missed actions.
Smart Folders solve this by:
- Automatically grouping related items using configurable rules
- Providing a virtual workspace without moving original files
- Allowing users to manage documents, tasks, correspondence, and workflows from one place
- Acting as a dynamic To-Do list tailored to each user
Smart Folders are virtual, rule-driven folders that collate relevant items regardless of where they are stored, ensuring users always see the most up-to-date information.
Key Capabilities
Key Capabilities
Rules decide what each folder shows, and users act on documents, tasks and correspondence without leaving it.
Dynamic & Always Up-to-Date
- Automatically updates content based on defined rules
- No duplication or movement of original files
- Real-time visibility of latest documents, tasks, and communications
Unified Work Management
- Manage documents, tasks, transmittals, submittals, and emails in one place
- Perform actions directly from folders (review, approve, send, update)
- Turn Smart Folders into personalized action dashboards
System-Driven Smart Folders
- Pre-built rules for:
- Inbox, Sent Items, Drafts
- Reply Pending communications
- Task workspace and sent tasks
- Latest transmittal documents
- Submittals (sent/received)
Bulk Folder Creation & Import
- Create large folder structures using Excel templates
- Import/export Smart Folder hierarchies easily
- Standardize folder structures across projects
Collaboration & Publishing
- Publish folders to users, groups, or entire projects
- Control access with permissions and roles
- Automatically share updates with stakeholders
Advanced Navigation & Usability
- Breadcrumb navigation for easy tracking
- Favorites and pinned folders for quick access
- Powerful search and filtering capabilities
- Grouping, sorting, and customizable views
Attachment & Workflow Integration
- Manage attachments like markups, comments, and reference files
- Perform workflow actions directly within folders
- Track document status, delays, and approvals
Benefits
Benefits
What project teams gain when their documents, tasks and communications are gathered by rules instead of manual filing.
Boost Productivity
• Reduce time spent searching for documents and tasks • Work directly from a unified dashboard
Improve Work Accuracy
• Eliminate missed actions and overlooked documents • Always access the latest data
Streamline Workflows
• Execute document and task operations directly from folders • Reduce dependency on multiple systems
Enhance Project Visibility
• Real-time view of pending tasks, communications, and documents • Better tracking and decision-making
Strengthen Collaboration
• Share folders across teams and stakeholders • Ensure everyone works with the same data
Scale with Projects
• Easily replicate folder structures across projects • Standardize processes organization-wide
FAQ
Frequently asked questions.
Quick answers on how Smart Folders use rules, what they hold and how they are shared.
Does Smart Folder duplicate files?
No. It only displays files based on rules—original files remain in their source locations.
Can I create my own rules?
Yes. You can define custom rules using properties, operators, and conditions to control folder content.
What types of data can Smart Folders manage?
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Can Smart Folders be shared with teams?
Yes. You can publish Smart Folders to users, groups, or entire projects with controlled permissions.
Are Smart Folders updated automatically?
Yes. They are dynamic and always reflect the latest data based on rules.
Can I create folders in bulk?
Yes. You can use Excel templates to import large folder structures.
Ready to Transform Your Project Information Management?
Experience how Smart Folders can simplify complex engineering workflows and boost team productivity.