How to use smart folders

This tutorial provides a step-by-step guide that introduces you to:


Creating smart folders

  1. Click on the smart folder button on the search box:

    The Create Smart Folders dialog is displayed.

  2. Enter the following:

    Smart Folder Name
    Enter a name for your folder that indicates what type of information it is going to store. For example, "Harry Potter".

    Training
    Select one of the following:

    Files contained in the folder
    If you select this option, you need to save multiple files in this folder to provide Information 360 with examples of what kind of information it should search for. Information 360 will find files that are similar to the files you have provided, and pass them to your smart folder which will store shortcuts to those files. Later on Information 360 regularly updates the smart folder with links to new matching documents it finds.

    Query
    If you select this option, you need to enter some search text. Information 360 will find files that match your search and pass them to your smart folder which will store shortcuts to those files. Later on Information 360 regularly updates the smart folder with links to new matching documents it finds.

    Default Options
    Use the following options to set defaults for the Channels from which Information 360 will provide results to your smart folder:

    Include the information from the last
    Use this option to specify how old the files that your smart folder stores can be.

    Maximum number of results
    Select the maximum number of query results that can be stored in your smart folder.

    Minimum relevance
    Select the minimum relevance that query results must have to be stored in your smart folder.

    Channels
    Check one or more of the following in order to indicate from which channels you want results to be supplied to your smart folder:

    Email
    If you check this folder, your smart folder will store shortcuts to emails that match the Training. Note that you can click on the Advanced button if you want to override the default settings you have entered for Include information from the last, Maximum number of results and Minimum relevance. You can also enter a subject, a sender and a recipient, if you want your smart folder to only include emails that have a specific subject or were sent/received by a specific person.

    Local Files
    If you check this folder, your smart folder will store shortcuts to files on your computer that match the Training (these files must be contained in the folder that you have made available to Information 360 for indexing). Note that you can click on the Advanced button if you want to override the default settings you have entered for Include information from the last, Maximum number of results and Minimum relevance. You can also select what type of local files your smart folder can store.

    Other channels
    If your administrator has set up additional information channels, they are displayed in this list and you can check the ones that you want to use as information sources for your smart folder. Channels are topic areas that are created by administrators when they set up Information 360. Each channel stores information that matches its topic area. Depending on how an administrator has set up Information 360, this information can comprise, for example, web pages, news articles and video clips. Whenever you open a window, the toolbar displays channel information that is relevant to the content of this window.

    Download results for offline viewing
    Check this box, if you want to be able to view the files that your smart folder stores without having to be connected to the Internet. The files are downloaded to a temporary folder on your computer.
  3. Click on OK. You smart folder is created on your desktop and displays a little star whenever it contains new information.


Opening files in smart folders

Whenever one of your smart folders contains new information, it displays a little star:


You can open a smart folder to see the results it contains:


Note that if you hover over a shortcut, a summary of the result that this shortcut opens is displayed:


You can double-click any result in order to open it in a new window:


Note that if you didn't check the Download results for offline viewing box when you created your smart folder, you need to be online in order to open shortcuts that connect to web files.

Editing smart folders

To edit a smart folder:

  1. Right-click on the smart folder you want to edit to display the context menu, and select Smart Folders > Edit to display the Edit Smart Folders dialog.
  2. You can edit any of the following:

    Training
    Select one of the following:

    Files contained in the folder
    If you select this option, you need to save multiple files in this folder to provide Information 360 with examples of what kind of information it should search for. Information 360 will find files that are similar to the files you have provided, and pass them to your smart folder which will store shortcuts to those files. Later on Information 360 regularly updates the smart folder with links to new matching documents it finds.

    Query
    If you select this option, you need to enter some search text. Information 360 will find files that match your search and pass them to your smart folder which will store shortcuts to those files. Later on Information 360 regularly updates the smart folder with links to new matching documents it finds.

    Default Options
    Use the following options to set defaults for the Channels from which Information 360 will provide results to your smart folder:

    Include the information from the last
    Use this option to specify how old the files that your smart folder stores can be.

    Maximum number of results
    Select the maximum number of query results that can be stored in your smart folder.

    Minimum relevance
    Select the minimum relevance that query results must have to be stored in your smart folder.

    Channels
    Check one or more of the following in order to indicate from which Information 360 channels you want results to be supplied to your smart folder:

    Email
    If you check this folder, your smart folder will store shortcuts to emails that match the Training. Note that you can click on the Advanced button if you want to override the default settings you have entered for Include information from the last, Maximum number of results and Minimum relevance. You can also enter a subject, a sender and a recipient, if you want your smart folder to only include emails that have a specific subject or were sent/received by a specific person.

    Local Files
    If you check this folder, your smart folder will store shortcuts to files on your computer that match the Training (these files must be contained in the folder that you have made available to Information 360 for indexing). Note that you can click on the Advanced button if you want to override the default settings you have entered for Include information from the last, Maximum number of results and Minimum relevance. You can also select what type of local files your smart folder can store.

    Other channels
    If your administrator has set up additional information channels, they are displayed in this list and you can check the ones that you want to use as information sources for your smart folder. Channels are topic areas that are created by administrators when they set up Information 360. Each channel stores information that matches its topic area. Depending on how an administrator has set up Information 360, this information can comprise, for example, web pages, news articles and video clips. Whenever you open a window, the toolbar displays channel information that is relevant to the content of this window.

    Download results for offline viewing
    Check this box, if you want to be able to view the files that your smart folder stores without having to be connected to the Internet. The files are downloaded to a temporary folder on your computer.
  3. When you have finished editing your smart folder, click on OK.


Refreshing smart folders

When Information 360 is running, it automatically updates your smart folders with new documents in regular intervals. If at any point you want the content of one of your smart folders to be updated immediately, you can right-click on the folder and select Smart Folders > Refresh.

Note that whenever a smart folder contains new content, its icon shows a little star:  




Emptying smart folders

To empty a smart folder of its contents at any point, right-click on it and select Smart Folders > Clear.



Deleting smart folders

To delete a smart folder at any point:

  1. Right-click on the smart folder you want to delete and select Smart Folders > Remove. A message is displayed to check if you are sure that you want to delete the smart folder.
  2. Click on OK. The smart folder changes back into a normal folder, and all the shortcuts it contained are removed.



 

Click here for a quick start tour of smart folders.