Smart folders

A smart folder is a saved description of a set of files — topics, people, file types, sources, dates, or access scope — that collects the matching files from Repository. It is not a storage location: files stay where they are, and deleting a smart folder does not delete any file.

Open Smart Folders in the sidebar (WORKSPACE → Smart Folders) when the feature is enabled for the organization. Smart folders are also listed in the Repository panel.

The Smart Folders list

The list shows each folder's Name, Description, and Last Modified date. Select a folder to open it. Hovering over a row reveals Edit smart folder and Delete smart folder.

The panel on the right contains Create smart folder and Search for filtering the list.

To delete several folders, select them with the checkboxes and choose Delete in the bar at the bottom of the screen. Deleting a folder — from its row, from this bar, or from the folder page — first opens a confirmation dialog that names the folder, or gives the number of selected folders, and warns that deletion cannot be undone. The files in the folder stay in Repository.

Create a smart folder

1. Select Create smart folder. The page asks What do you want to collect in the folder?
2. Describe the files to collect, for example "Quarterly financial reports from the last year — PDF and Word only". The tiles under Get started with an example fill in a sample request.
3. Optionally, add example files: select the Repository icon in the input (Add files from your repository) and pick files in the Add seed files dialog. The selected files appear above the input and can be removed again. Persate uses them as a signal and infers the broader set they represent.
4. Send the request. Persate examines the Repository, searches file contents, tests the filter, and replies in the conversation. Reply to adjust the result, for example "only PDFs" or "include last year as well".
5. Review the preview in the panel on the right and select Create smart folder. A reply such as save has the same effect. The new folder opens.

Files selected in Repository can also start a folder: in the list view, select the files and choose Create smart folder in the selection bar. The creator opens with those files attached as examples.

To stop a running step, select the stop button or press Esc; the request returns to the input.

Review the preview

The panel on the right (on a phone, the Smart folder preview button) shows Drafting smart folder preview… while Persate works. When the draft is ready, it shows:

• the folder's name, description, and a short summary of its topic;
• Folder contents — the number of matching files and a breakdown by Sources, File types, People in criteria or Focus, and File owners;
• Seed files — the example files used, with a note when some were skipped because they are no longer accessible;
• Matching files — the number of matches and a sample with a relevance score, source, date, and a short summary of each file;
• Filter — the criteria that will be saved, such as Access, Sources, File types, Date range, Filename, Must include, Any of, Exclude, Content search, Size, or Sort;
• Refinement suggestions — ideas for narrowing or widening the folder. To apply one, ask for it in the conversation.

Create smart folder becomes available once the draft has a name and criteria. If the conversation ends without a draft, the panel shows Smart folder preview unavailable.; refine the request and try again.

Open a smart folder

The folder page lists the matching files in the same table as Repository. Select a file to open it in the file viewer. Select several files to Download them or Clear the selection.

The panel on the right contains:

• Open in Repository — applies the folder's criteria to the Repository view: its filters, sorting, and content criteria, which the Repository panel shows under Semantic match. Clear smart folder filters in the Repository panel returns to the full list;
• Edit and Delete — deletion asks for confirmation first;
• the folder's name and description. To rename the folder, hover over the name and select the pencil icon;
• What this folder collects — the topic summary, when it adds to the description;
• Folder contents — the breakdown by source, file type, people or focus, and file owner. When not every matching file is shown, a note states how many of the matching files the breakdown is based on.

No files match this smart folder. means that no available file currently meets the criteria.

Use smart folders in Repository

The Repository panel has a Smart Folders section with a search field and the first folders of the list. Selecting a folder there filters the Repository view by its criteria. Manage all opens the Smart Folders list when there are more folders.

Edit a smart folder

Select Edit on the folder page or Edit smart folder in the list. The page shows Editing with the folder's name, and the Current smart folder setup panel shows the saved definition.

1. Describe the change, for example "narrow to PDFs" or "limit to the third quarter".
2. Review the updated preview in the panel.
3. Select Save changes. The folder page opens with the updated definition.

If saving fails, Failed to update the folder. appears and the previous definition remains in place.

Empty and error states

• No smart folders yet — no folder has been created. Select Create smart folder.
• No matching smart folders — the search excludes every folder.
• Couldn't load smart folders — the list could not be loaded. Try again in a moment.
• Folder not found. or Smart folder not found — the folder may have been deleted, or access may no longer be available.