Smart folders are an easy way to group existing schedules together without re-organizing your original folder structure. Smart Folders check your CRD schedules for criteria that you specify (i.e. a cc'd email address, reports with specific words in the title, etc.). Then, these schedules are displayed in the Schedule Pane.
Creating a Smart Folder
To create a Smart Folder, perform the following:
1. Click the smart folder button (the folder icon with 3 blue cubes in front of it) on the Quick Access Toolbar at the top of CRD.
2. Enter a name and description for your new smart folder. Then, click Next.
Note: Entering a description for the smart folder is optional. However, you will not be able to create the smart folder without entering a name.
3. Select the conditions you want this smart folder to monitor schedules for.
For Example: If you want this smart folder to display schedules which have a Subject line of "Human Resources" AND are sent to the generic HR@yourcompany.com email address, you should have the following conditions listed:
If you want this smart folder to display schedules which have a Subject line of "Human Resources" OR those that are sent to the generic HR@yourcompany.com email address, change the Match drop-down to Any.
Note: The smart folder will only search for values exactly as you have them specified. If you use inserts for those values (such as the SendTo field using an address book contact or the Subject line using a default subject), you must use the format of the insert. For Example: If you tell the Smart Folder to look for Test@yourcompany.com, but you use an address book insert that looks like <[a]Test> in one of your schedules, the smart folder will not display that schedule because those values are not the same.
Once you have finished entering your criteria and conditions, click Next. Then, click Finish.
Your smart folder should now be displayed in the Folder Pane on the left side of CRD. When you click on the smart folder, any schedules which meet the conditions you specified for that folder will display in the Schedule Pane.
Using a Smart Folder
Once you have created a Smart Folder, you have multiple options available for how you would like to view the schedules in the selected smart folder. You can:
- View the Schedules in the Schedule Pane (as mentioned above)
- Schedule a Smart Folder Report
- View the Smart Folder Results as a Report
Schedule a Smart Folder Report
Smart Folders can be run just like a normal schedule. To set this up, perform the following steps:
1. Right-click the smart folder you wish to schedule, and select Properties.
2. Click the Schedule tab, and specify the dates and times you want the smart folder to run. Then, ensure that enable this schedule is checked.
Note: The date and time you set the smart folder schedule to run must be in the future. You will be unable to apply the settings if you set the schedule to begin on a past date.
3. On the Output tab, click Add and specify the destination where you would CRD to export the schedule list to.
Note: For more information on setting up the various destination types, click here.
4. Click Apply and OK at the bottom of the Smart Folder Properties window.
On the specified date and time, CRD will now export (to the selected destination) a list of all schedules that fit this smart folder's criteria.
You can also view the History of this schedule by clicking the History tab.
View the Smart Folder Results as a Report
Once a smart folder has been created, you can view it in report format. To do so, right-click the smart folder and select View as Report.
This will open the Report window. Here you can filter by schedule type, print the report, and save it to disk.
You can also configure the way the report appears and change the search criteria. To do so, click Custom Report. This will open a new window with various available display options.
Occasionally, you may modify a report that multiple schedules in CRD use. In this case, all the schedules would need to be refreshed to reflect the new information from the report itself. If you set up a smart folder that matches the criteria for those schedules, you can right-click the smart folder, highlight All Contents, and click Refresh. You can also execute, enable, or disable all the schedules in this smart folder from the same menu.