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Like collections, smart collections are ma= de up of reference files only.
This page is about creating smart = collections from scratch. It is also possible to create a smart collection = from search results.
1. In any loc= ation where you have Upload permission, click New in the right-hand sidebar. A dropdown men= u will open.
2. Choose
A Create Smart Collection modal will open. You can give your Smart Collecti=
on a descriptive name.
3. If yo=
u wish, you can limit the smart collection so that it only searches in spec=
ific folders. In this case, click
The folders you can see are those that the space can access (and must al= so be visible to your own user account).
The default behaviour is not to specify any folders. If you do not speci= fy folders, then the smart collection will search the whole space. There ar= e further notes on this in "About smart collection permissions", below.
4. Click
Here, select a Field, Condition, and Value with which to gather for file= s for this smart collection.
5. Click
6. Additional options are available for advance= d users:
7. Click
The smart collection is created, and you will be returned to the space.
Once created, smart collections update automatically, and their contents= can change at any time as a result.
When you create a smart collection, Chorus will begin by performing your s= earch within a set of fixed permissions. These permissions are determined b= y the space, which exists independently of your user account. The following= rules apply:
Secondly, the scope of the search (meaning, where the smart collection c= an "see") is fixed to the space that it is created in: A smart coll= ection will only search within its own space.
A smart collection can, however, search other spaces in a special case w= here the space is a member of other spaces. If you would like to know more = about making a space a member of another space, please see C11.1 Give users acce= ss to a space.
Lastly, the way that smart collections search is controlled to prevent r= ecursive behaviour. To avoid producing confusing results, smart collections= do not search within other smart collections.
When you create a smart collection, you can use filters to reduce the nu= mber of files according to their permissions. This is called a permissions = filter.
By default, there is no permissions filter applied. This means that any =
file that matches the smart collection rules will be included in the smart =
collection (or equivalently, it any file that has the permission to be
The filter levels available are icons which can be clicked to select the= m. From left to right, the filters are:
Download - the file will only be included if the space = has permission to be viewed and download
Edit - the file will only be included if the space= has permission to be viewed, download and edited
Share - the file will only be included if the space has= permission to be viewed, download, edited and shared.
Each time a permissions filter is added, the number of results in the sm= art collection may fall. This is because the files which do not meet the fi= ltering requirements are removed from the smart collection.