Frequently asked Questions
If you only need to store and retrieve files, of course you do not need Smart File Box. The value of Smart File Box as a document or records management software can be realized when someone manages project or client documentation either as a sole operator or in a team environment. Like Google Drive or Dropbox you get access controlled folders, and on top of that, in Smart File Box you can define whether a user gets read only access or read & write access to a folder. Well, this is just a start of the list of differences.
You can organize documents within projects or by clients. These are not some super-sized folders. Each project can be configured to be different from other projects. You may have a different set of administrators and users for each project, section or folder structure that can be different from other projects, each parent folder can have different users as owners or viewers, while a set of administrators have control over all the projects. They can be archived to prevent change and be hidden away from users who are not administrators. Now, you can see how powerful Smart File Box can be when it comes to access control.
Here is a list of some of the differences between Smart File Box and the cloud storage services:
Organize documents or records by customer or project;
Each project will have a set of administrators and other users;
Create folders or sections, just like in a computer;
Provide restricted or full access to users by section or folder;
Version control & approval workflow for documents;
Send notifications to add files and about new files for approval;
Create labels and add to documents for easy retrieval;
Send instant message about a document, like seeking clarification;
Produce a single Smart File of all the records in a project containing all the files in some specific order, with table of contents, bookmarks, page numbers, header & footer;
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Smart File Box is a file storage repository that allows you to organize the files into projects, allows configuration of notifications for approval, create a Smart File that includes all the files uploaded to a project in the order you want, including table of contents and bookmarks.
Smart File Box provides an alternative to Google Drive and DropBox with some powerful features to organize files.
Smart File Box is hosted in secure servers in the cloud, like Amazon's AWS, Digital Ocean, Google and other such data centers. So, there is no need to have your own server and there is no need for expensive IT infrastructure to maintain. You would only need a computer with internet connection to access Smart File Box.
If you have used Gmail, Facebook or LinkedIn, then you are already familiar with cloud-based applications as they are all providers of software as a service.
We take care of all the server infrastructure, database backup, support, etc, so you can focus on your tasks.
You can upload most file types. We support PDF, Word (.DOC and .DOCX), Excel (.XLS and .XLSX), PowerPoint (.PPT and .PPTX), Apple editor files (.key and .numbers), most image, audio, video files are supported.
Your files are stored securely in Amazon's data centers. Only the authorized users registered in your account are able to access them.
In the context of Smart File Box and a document or records management software, a document is one that contains all the metadata for a file. A file can only have a file name, whereas a document can have much more information.
For example, a file named smartfilebox_usermanual_1-01May2020.pdf can be interpreted as the user manual for Smart File Box, version 1 and it is dated 1 May 2020. However, not everyone names files like this. This file could be named as sfbmanual.pdf and until you open the file you cannot find out what this file contains.
If you use a document control software, you will be required to add some data about a file, like for example the document number, revision or version, date, approval status, file type and so on.
In Smart File Box, we use a system where a document is information that contains all the details about a file and the file is just a file.
A project or a client is a collection of folders and files for a specific purpose. These are not some super-sized folders. Each project can be configured to be different from other projects. You may have a different set of administrators and users for each project, section or folder structure that can be different from other projects, each parent folder can have different users as owners or viewers, while a set of administrators have control over all the projects. They can be archived to prevent change and be hidden away from users who are not administrators.
It is as the name implies, a section or a folder is a collection of documents. A folder can be given a code and a name and folders have hierarchies. Unlike a folder in a computer, Smart File Box uses the terminology “Section” to distinguish more powerful features that it has. For everyone to understand what a section does, we still call it as a folder, so it makes better sense.
Users can be assigned roles for a top level folder as owners or viewers. The permissions will define whether they are able to see the folder in the first place and if they do, whether they can add or edit documents or just view them.
The limits of number of folders and documents are by plan. The Enterprise plan doesn't have any limits whereas the other plans have some limits imposed. Please check the pricing page for details.
A top level section can have up to four levels. There can be many sub sections at each level and many documents in each of them.
Smart File Box has a folder tree template. The Super User and Account Administrators can add folders, rearrange, edit and delete the folders in the folder tree structure.
When a project is created, you can choose to apply the folder tree structure for that project. A clone of the folder tree structure for the account will be applied to that project alone.