Smart folders

A smart folder is a saved query that automatically updates its contents. Every document meeting specified criteria — such as a text phrase, file type, date, or tag — appears in the folder without the need for manual transfer.

A smart folder is not a physical location; files remain in the repository, and their folder membership is determined dynamically based on configured filters.

Example use cases

• Gathering all documents containing the phrase "legislation 2025", ordered from newest.
• Isolating PDF files longer than 50 pages that do not yet have assigned tags.
• Consolidating documentation related to a specific stakeholder based on keywords.

Creating a folder

A new smart folder is created by describing the desired set of documents in natural language (e.g., "Financial reports from the last quarter — PDF and Word files"). The AI advisor automatically translates the description into a set of rules — content criteria and technical filters — and presents a preview of the matched files for confirmation. Ready-made starter suggestions are also available to ease getting started.

Configuration and editing

Smart folders are visible in the sidebar alongside the main repository view. Selecting a folder opens its detailed view, where the rules are presented grouped:

• Availability — the visibility scope (private / shared).
• Technical filters — structural restrictions regarding source, file type, dates, size, or name.
• Content criteria — required, optional, and excluded phrases, along with matching by file content.

The folder criteria can be refined, and changes are confirmed by saving, which triggers an immediate refresh of the file list.

Presentation modes

Every folder offers two data display modes:

• Storage view — a standard list or tile layout, optimal for downloading documents.
• Timeline view — a file presentation on a timeline. Enables identifying documentation density within specific time periods.

Recommended workflow

1. Describe the desired set of documents in natural language and let the advisor build the rules.
2. Verify the preview of matched files and the generated criteria.
3. Refine the folder by adding or removing technical filters (e.g., selecting only the PDF format).
4. Narrow the content criteria (required, optional, or excluded phrases) to filter out irrelevant entries.

Empty view and error states

• "No documents match this folder's criteria" — no files in the repository meet the conditions defined in the folder configuration.