What are Smart Folders?

Smart Folders are dynamic folders that automatically display assets matching specific filter criteria. Unlike standard folders where you manually organise assets, Smart Folders populate themselves based on rules you define, keeping your content organised without ongoing manual effort.

How Smart Folders Work

A Smart Folder acts as a saved search that presents itself as a folder in your library. When you create a Smart Folder, you define filter criteria such as metadata values, file types, dates, or advanced filter expressions. Any asset in your library that matches these criteria automatically appears in the Smart Folder.

Smart Folders are fully dynamic. When a new asset is uploaded or an existing asset's metadata changes to match the filter criteria, that asset immediately appears in the Smart Folder. Similarly, if an asset no longer matches the criteria, it disappears from the Smart Folder, though it remains in its original location in the library.

Key Features

Dynamic content: Assets appear and disappear automatically based on whether they match your filter criteria. No manual updates required.
Full filter support: Smart Folders support all filter options available in the filter panel, including quick filters and advanced filter expressions.
Editable criteria: You can modify the filter criteria of a Smart Folder at any time after creation.
Flexible placement: Smart Folders can be nested within standard folders or other Smart Folders, allowing you to build organised hierarchies.
Unlimited creation: There is no limit to the number of Smart Folders you can create.

Smart Folders vs Saved Filters

Both Smart Folders and Saved Filters are created from the filter panel, but they serve different purposes:

Smart Folders appear as folders in your library structure. They provide a persistent, folder-based view of assets matching your criteria.
Saved Filters are reusable filter configurations you can quickly apply when searching. They do not create a new folder in your library.

Choose a Smart Folder when you want a dedicated location in your folder structure for assets matching specific criteria. Choose a Saved Filter when you want to quickly repeat a search without adding to your folder hierarchy.

Limitations

Smart Folders have one key limitation: you cannot upload assets directly into a Smart Folder. Because Smart Folders display assets based on filter criteria rather than containing them directly, uploads must be made to standard folders. Assets will appear in relevant Smart Folders automatically once their metadata matches the defined criteria.

Common Use Cases

Content by status: Create a Smart Folder for all assets marked as "Approved" or "Ready for Review" to track content through your workflow.
Assets by type: Automatically group all videos, images, or documents regardless of where they are stored in your folder structure.
Recent uploads: Set up a Smart Folder that displays assets uploaded within the last 30 days for easy access to new content.
Campaign or project assets: Filter by a campaign tag or project metadata field to gather all related assets in one view.
Expiring content: Create a Smart Folder for assets with copyright expiration dates approaching to stay ahead of renewals.

Best Practices

While there is no limit to how many Smart Folders you can create, consider the following recommendations:

Plan your folder structure: Before creating Smart Folders, review your overall folder organisation. In some cases, a well-planned standard folder structure may serve your needs without the complexity of dynamic folders.
Consider your workflows: Think about how your team searches for and accesses assets. Smart Folders work best when they align with common search patterns or workflow stages.
Use clear naming: Name Smart Folders descriptively so users understand what criteria define the folder's contents.
Review periodically: As your organisation's needs change, revisit your Smart Folders to ensure they remain useful and relevant.