Frequently asked questions
Your thoughts questions
Setup, permissions, versions, AI, and mobile.
General and procurement
What is SmartFiles?
SmartFiles is an enterprise file management service that gathers organisational files into department-based storage areas. It stores version history for each file, grants access permissions at the storage area and department levels, and automatically analyses uploaded documents using AI.
How do I purchase SmartFiles?
SmartFiles, Plans purchased via DBLinx using the Buy button on the page. There is one plan; the price is shown monthly, billed annually, and there is no setup fee. For corporate or specific needs can request a quote, the demo you can try it immediately.
How are prices invoiced?
Prices are shown in US dollars, excluding VAT and monthly; billing is annual, with the annual fee being 12 times the monthly fee. There is no setup fee.
Is there a limit on the number of users?
No. The plan does not limit the number of users; the limit is on storage space, and additional space can be purchased as needs grow. Free file migration and expert setup support are included in the plan.
If we have multiple organisations, how do we switch between them?
If the same person has accounts in multiple SmartFiles organisations (e.g. two factories of a holding), you can switch to the other organisation with a single click from the Organisations section at the top of the My Account menu; the panel for that organisation opens in the same tab with a new session. Steps Switch between organisations is in the document.
Can approvals be received signed?
Yes. If the approval chain is initiated with signatures, each approver confirms by writing their first and last name; the signature record can be downloaded.
Can files be sent via email?
Yes. A dedicated email address is created for the folder; attachments sent to the address are saved to the folder. The total size of an email is at most 50 MB.
Does setup require infrastructure work?
Not required. SmartFiles works in the cloud; there is no server to install in the organisation or software to maintain. A corporate account is opened, employees are added from the DBLinx dashboard, and storage areas are defined. Adding a storage area for a new department is a matter of a few minutes.
How do we migrate our existing files?
Folders are moved by drag and drop; an entire folder is uploaded in one go, preserving the subfolder structure. If the storage limit will be exceeded, a notification is shown before upload starts; transfers are not cut short due to bandwidth limits.
Can storage capacity be expanded when needs increase?
Yes. As needs increase, additional storage space can be added at the same price, as many times as required; there are also additional token packs for AI rights. Details Plans is on the page.
Storage areas and permissions
What is storage area?
Storage area is the highest-level workspace for which you have permissions; such as Finance, Human Resources or a project. Folders open within the area, and access is granted at the area's door. Details: department-based file areas.
How do we see who can see which file?
When the organisation administrator selects the storage area, everyone in the organisation and eight independent permission columns appear on screen; there is no need to obtain a report either. Permissions are assigned to individuals or departments. Remaining permissions of a person removed from the organisation are automatically cleared. Details: area-based authorisation.
Can a person be authorized to upload and delete files?
Yes. Each of the eight permissions can be toggled independently: write is enabled, delete remains disabled. No need to duplicate folders or create separate shares.
Does assigning a task open the file for the person?
Assigning a task does not grant access; the assigned person must have read permission in that area. Access changes only via the permission matrix. Links, note streams, and internal correspondence adhere to the same restriction.
Files, versions, and previews
Does an accidentally deleted file get restored?
Yes. Deleted files and folders remain in the recycle bin for the number of days specified by the organisation (default 30 days) and can be restored with a single click. A file uploaded with the same name becomes a new version, while the old one remains in place. Details: file version history.
How many versions are retained?
The number of versions to be retained per document is determined by the organisation administrator (maximum 10, default 10). Before lowering the cap, it shows how many versions will be deleted and how much space will be freed.
Can files be viewed without downloading?
Yes. PDF, text and code files, CSV tables, images, and MP4/WebM videos open in the browser. Word, Excel, and PowerPoint documents are previewed when the organisation administrator enables Office preview; this feature is disabled by default because it sends the document to an external online viewer. Details: file preview.
What is the maximum file size?
The limit for a single file is 1 GB. If a larger file is selected, a notification appears before the upload starts.
How are files searched?
The word typed into the search box is searched in file and folder names and within documents; documents containing the word are listed along with the sentence where it appears. Additionally, questions can be asked directly to a document or an entire folder, and the response comes from the text of the documents themselves.
AI, email, and mobile
Which files does AI read?
Text is read from PDF, Word (docx), Excel (xlsx), text, CSV, Markdown, JSON, log, YAML, INI, and conf files; PNG, JPG, GIF, and WebP images are evaluated with image analysis. A total of 15 formats are supported. The first ten pages of scanned PDFs without a text layer are also read via image analysis.
Can we disable the AI feature?
Yes. It can be disabled globally from the Settings screen; the rest of the product is unaffected. When enabled, "Artificial intelligence" is one of eight permissions and is granted on a per-person basis. Monthly usage is monitored from the same screen; once the quota is exhausted, only analysis stops, while access to files continues.
How does it work with SmartMail?
Files in SmartFiles are sent via SmartMail without leaving the panel. Both products are accessed with the same identity. Details: archiving email attachments.
Can it be used from a mobile phone?
Yes, via two methods: the SmartFiles mobile app (Google Play and App Store) and the dashboard opened in the phone's browser. The mobile app includes storage areas, file grid, search, tags, AI summary, version history, visual preview, and upload queue; multiple company accounts are kept in the same app. Permissions do not change with the device.