SmartFiles documents
From setup to daily use, every action in SmartFiles is explained step-by-step. You can search for what you need in the left-hand box or browse through the sections.
Administrator
Set up storage areas, manage permissions, versions, trash bin, previews, and AI settings.
- Create storage area
- Granting person permission to storage area
- Removing a person’s area permission
- Change the name and colour of the storage area
- Archive storage area
- Set the number of versions to keep
- Adjust trash storage duration
- Open or close Office preview
- Toggling AI analysis and chat on and off
- Monitor monthly AI usage
- Selecting the target area for SmartMail integration
- Review activity in storage areas
- Managing users, departments, and plan
- Restrict access to a folder
- Exporting activity records as CSV
- Assign retention period to folder
- Opening external sharing links
- Applying a legal retention lock to a document or folder
- Review the monthly usage report
- Monitoring unusual activity alerts
- Finding documents containing personal data (KVKK)
- Creating your own checklist template
- Complete the document content index
User
Daily usage: uploading, editing, versions, AI, tagging, notes, tasks, and messaging.
- Logging into SmartFiles for the first time
- Keyboard shortcuts
- Using the right-click menu
- Getting familiar with the SmartFiles dashboard
- Upload a file
- Create folder
- Rename file or folder
- Moving a file or folder
- Searching for files and folders
- Sort the list and change the view
- Preview and download the file
- View version history and revert to an older version
- Uploading the new version of the file
- Deleting a file or folder
- Restoring a file from the Trash
- Restore deleted folder
- Permanently deleting and emptying the recycle bin
- Read and analyse the AI summary
- Summarise folder with AI
- Requesting a document from outside (upload link)
- Export invoices to Excel (invoice data extraction)
- Understanding the personal data warning
- Adding calendar date to document or folder
- Add meeting invitation to calendar with one click
- Automatically classify documents (inbox)
- Apply a checklist to a folder (tracking missing documents)
- Share files as non-downloadable and watermarked (view-only)
- Creating a quote or contract from a Word template
- View today's calendar from the top bar
- Chatting with a document or folder
- Tagging files
- Linking files together
- Writing notes on a file and tracking the note stream
- Assign task, approval, or review
- Send file to folder via email
- Track expirations
- Track and complete my tasks
- Messaging colleagues
- Working with multiple files
- Send file via email with SmartMail
- View changes instantly
- Switch between organisations
- View and close my open sessions
- Log in to the mobile app via QR code
- Adding an account from another company and switching to the product
- Logging out
- Search within documents
- Compare two versions
- Initiate sequential multi-approval
- Providing signed approval and downloading the signature record
- Creating an external sharing link
- Download multiple files as ZIP
Mobile
SmartFiles mobile application.
- Logging into the mobile app for the first time
- Log in with QR code
- Login screen when offline
- Allow notifications
- Add another company account
- Switching between accounts
- Logging out of an account
- Re-login required warning
- Selecting storage area
- Navigating folders
- Searching for files and folders on mobile
- Sort the list
- Change view
- Light and dark themes
- Uploading files and the upload queue
- Scan documents with phone camera
- Requesting documents from outside
- View missing documents with the checklist
- Summarise the folder with AI
- Creating a folder on mobile
- Renaming a file or folder on mobile
- Moving a file or folder on mobile
- Move file or folder to trash
- Moving or deleting multiple items together
- Tagging files on mobile
- File information and your permissions
- Personal data warning
- Move to recommended folder
- Documents with legal retention lock
- Preview the file
- Downloading the file and sending it to another application
- Sharing a file with an external share link
- View version history and download previous versions
- Reading the AI summary
- Using the calendar
- Adding a date to a document or folder
- Restore from trash bin
- Permanently delete
- Empty the recycle bin
- Notification received when added to a new storage area
- Instant visibility of changes
- Maintenance strip
- Company access closed screen
- Find the application version
- Why can't a screenshot be taken?
Troubleshooting
Common scenarios and solutions.
- File with the same name already exists warning
- Warning: Folder name is in use in the trash
- Storage limit exceeded warning
- "This month's AI allowance has been used up" message
- A storage area or file is not visible
- Newly assigned areas do not immediately appear on the dashboard
- AI analysis failed
- Office document not opening in preview
- File upload failed: size limit exceeded
- Upload interrupted
- Maintenance banner visible at the top of the screen
- Session closed or belongs to another address
- Deletion warning when lowering the version limit