Navigating the Files View in Dashboard

The SmartVault Files view in the Dashboard is an area that you can easily navigate to see your client vaults, folders, public documents, and also internal documents. The Files view displays access to view details, getting links to files, sending links, modifying access and notification, recycle bin, and activity log.

After completing this how-to you will have an understanding of navigating to your files and knowing where to utilize available actions with files and folders.

Navigating the Files View

1. The Files View icon is located on the bottom left side with a folder icon of the Dashboard view. Click on the symbol with the folder icon.

2. In the files view, you will see the name of your account on the top left of the screen and 3 containers in a list Clients, Employees, and Firm. Feel free to select your desired container clicking on the name of the container that you would like to open. For this example, a client vault is selected displaying the content to the right.

The Container labeled "clients" was selected then the "A-D" Container was selected which displays the name of the client.

The left side of the screen will show you a file path. The view in the middle which takes up most of your screen will display selected the selected vault or folder content.

3. The toolbar is used to perform actions with your files and folders such as:

Selecting All, Creating Folders, Uploading, Refresh content, Searching, and viewing the Container or Item properties.

Now that you have found the features of the toolbar. ou can also upload by dragging and dropping files from your computer desktop into a folder in files view.

The picture below displays a document that is selected and the tools available to use.

Selected files to Upload

  • Select files from your computer to upload to the folder.
  • Send Selected files to trash.
  • Sends the selected file to the recycle bin for that specific folder.

Move Selected Items

  • Move the selected item to another folder location.

Copy Selected Items

  • Keeps the document in the original location allowing you to choose an additional location to store a copy.

Create New Folder

  • Create a new folder to be able to organize files.

Refresh

  • Reloads the content area to display the latest view of the location.

Search

  • Documents are searchable by title and content inside the document.

The image below shows displays the preview feature for a document by clicking the eye symbol.

 

Documents can be downloaded to your local computer.

The last icon is the Item properties.

Item Properties

File Details

  • Displays when the file was Created, Modified, Size, and Description.

Get Link

  • Displays a link available to copy and paste into an email message to send to people that have existing access to the file.

Send Link

  • Displays users that you can select to send a link to the file with the option to put in a message.

Version History

  • Displays options for reverting back to previous versions of a document that was printed to SmartVault.

Container Properties

Details

  • Information about the created folder or vault selected.

Get Link

  • Displays a link available to copy and paste into an email message to send to people that have existing access to the file.

Send Link

  • Displays users that you can select to send a link to the file with the option to put in a message.

Access and Notifications

  • Displays users, clients, and guests that have Read, Write, Create, Delete, Upload, and Download notifications.

Recycle Bin

  • Every folder has it's own recycle bin that allows you to go retrieve a deleted file within 90 days.

Activity Log

  • Displays user activity such as when a file was created, deleted, and downloaded with more detail involved such as the IP address, Message, Name of the file, Path, Event, User type, and the timestamp for when the activity took place.

Considerations

  • If you are not seeing the latest changes in the window then click the refresh button to load the latest changes on the screen.
  • When sending files or getting links to, keep in mind that you can only send files to invited clients, users, and guests.
  • Access and Notifications will only show you the existing template settings from the manage folder template area and is there if you need to override existing settings. For example, granting "create" access for clients to upload to a manually created folder.
  • The Recycle Bin is has a 90 day recovery period and is folder specific.
  • The Activity Log is also file specific and allows you to see changes that have been made to your files and folders.
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