The Files view



File thumbnails

All project files are displayed as thumbnails. Thumbnails show basic file properties, as well as the number of tags currently on the file.

Click on a file's thumbnail to open it in  the media reviewer


Grouping and sorting

File thumbnails can be grouped and sorted.

  • The default grouping order is by Created (Newest); you can change that order by clicking on the group icon, and selecting one of the options available: None, Uploaded (Newest), Uploaded (Oldest), Created (Newest), Created (Oldest), Type, Member.

  • The default sort order is by Created (Newest); you can change that order by clicking on the group icon, and selecting one of the options available: None, Uploaded (Newest), Uploaded (Oldest), Created (Newest), Created (Oldest), Type, Member, Name.


Upload new files

  • Click the upload icon to open this pop-up: 

  • Click the Browse button to select files from your computer to upload, or drag & drop individual files or folders into the pop-up window. Dragging a folder will upload all of its contained image and video files (including subfolders). 
  • Files uploaded from a folder will be tagged with the names of the folder(s) and subfolder(s) they were in. To turn this off, click this 'x' : 

  • Uncheck "Skip duplicates" if you don't want to skip uploading files that match existing project files.
  • To add a manual tag to all the files in your upload, type the tag in the Enter new or select existing field. As you type, matches to existing tags will be suggested below: as

  • Click on a tag to add it. To add a new tag, type it in full, then click the + icon to save. (Remember to click + or your tag won't be save)
  • Click Upload Files.

Share files

  • Select files to share using thumbnail checkboxes:

  • Click the share taskbar icon to open this pop-up: 

  • Use the dropdown menu to choose one of two possible ways to share:

    Sending an email with a link: email someone a link to view the shared files, and optional message.

    • Type an email address to share with. As you type, matches to emails of registered users will be auto-suggested; click on one to select it. If email you enter isn't yet registered in Smartvid.io, they will receive an invitation to join and view your files. 
    • From the Permissions menu, choose to share with Can View or Can Edit permission. (Can Edit will give the recipient the ability to add tags and comments.)
    • Click the + icon to save:
    • Repeat the last 3 steps for additional people you want to share with. 
    • Under Message to send with link, type an optional message to include with the link. 
    • Click the Send button to share.

    Create a sharable link: copy a URL to view the files and paste it wherever you want to share (e.g. in an email) 

    • Under Share With, choose if the link should be (a) only visible to project members, (b) visible to anyone in the project organization, (c) public (if your company has enabled public links). 
    • Under Permissions, choose to share with Can View or Can Edit permission. (Can Edit will give people to access the link the ability to add tags and comments.)
    • Click the Copy Link button. 
    • Paste the link where you want to share it (Ctrl + V on Windows machines or Command ⌘ + V on Macs).
    • Click the Done button to close the share window.

Download files

  • Select files using thumbnail checkboxes:
  • Click the download taskbar icon, then click Files:

  • When you see this pop-up, click the Download button:   

  • The downloaded files will be saved as a .zip file named  download_for_Project_Name_YY-MM-DD.zip, where Project_Name is the project you downloaded from, and yyyy-mm-dd is date the file was uploaded to Smartvid.io. For example, saving a set of pictures and videos that were uploaded to 'Hospital project' on July 1, 2016 will download as a .zip file called download_for_Hospital_Project_2016_07_01.zip.a 

  • On your computer, double-click the .zip file to extract the downloaded files.

Download file information

  • Select file(s) using thumbnail checkboxes (you can also press Ctrl + A to select the first 50 files).
  • Click the download taskbar icon, then click Files Info:
  • The info report spreadsheet includes the properties of all selected files, as well as tag counts for tags you wish to include. Select tags to include by typing to search the tag dictionary and clicking on a match to add:

  • After adding tags, click Generate. Wait for this pop-up, then click Download to download the report to your computer.

The files Info panel

  • Click the info icon in the taskbar to expand the Info panel onto the screen: 

  • Use the thumbnail checkboxes to select one or more files.
  • The Info panel will show the following information about selected files(s) (use the icons circled below to switch between the different tabs):

Properties


The Properties tab shows the following file information.
Note: only shows if you select a single file

  • Name: IMG_3740e.mp4
  • Size: 45.9 MB
  • Duration (videos only): 19s
  • Uploaded (to Smartvid.io): Feb 02, 2017 01:45 PM
  • Created (date & time taken): July 27, 2016 01:36 AM
  • Last Modified (tags, comments): Feb 02, 2017 01:52 PM
  • Uploaded By (user name): John Doe
  • Number of tags: 8
  • Number of comments: 1


Tags 


The Tags tab shows a list of tags on the file.
Note: If you select more than one file,
the Info panel only shows the Tags tab with a list 
of the common tags on all the selected files. 

To add tags to the file(s):

  • Type the tag name in the Enter Tag box.
  • Matches to existing tags will be suggested
    underneath as you type. Click on a suggested tag to
    add it.
  • To add a new tag, type the full tag name and click +.
  • Note: If you do this with multiple file thumbnails
    selected, the tag will be added to all the files.

To delete tags from the file(s):

  • Click the 'x' buttons next to a tag's name to delete it.
  • Note: If you do this with multiple file thumbnails
    selected, the tag will be deleted from all the files.


Description 


The Description tab shows the file's description. 
Note: only shows if you select a single file

To edit the description, type into the text box and 
changes will automatically save.

QuickTip: To open a file in the Info Panel, you can hover its thumbnail and click the dots that appear in the bottom right:


Re-running SmartTag

If you've added, updated or deleted tags in a project’s  tag dictionary, re-run SmartTag over files to capture any instances of newly defined/edited tags. 

  • Select files using thumbnail checkboxes:

QuickTip: Use keyboard shortcut Ctrl + A on Windows or Command ⌘ + A on Macs to select all thumbnails.

  • Click the tasks icon and click the SmartTag link:

  • Click Run SmartTag on this pop-up warning:

Note: This warning is to remind you that all SmartTags from the previous SmartTag run will technically be erased and replaced with all tags found in the new run. However, except for instances of new or altered tags, all former tag instances will just be re-created; the SmartTag engine will find the same instances as it did in the initial run. Also, any manual tags will not be changed.
  • Wait for this pop-up to confirm files have been retagged, then click Show Now to refresh:

QuickTip: To SmartTag a single file, hover over its thumbnail and click the dots that appear in the bottom right:


Delete files

Project members with appropriate permissions can use the Files view delete project files. 

  • Use the checkboxes in the top right of file thumbnails to select file(s) to share.

QuickTip: Use keyboard shortcut Ctrl + A on Windows or Command ⌘ + A on Macs to select all thumbnails on a project.

  • Click the tasks icon and click Delete:

  • Click Delete again on the pop-up warning to permanently delete. 

  • You can use the  Deleted view to view, recover or permanently delete your recently removed files.

QuickTip: To delete a single file, hover over its thumbnail and click the dots that appear in the bottom right:


Next:

Still need help? Contact Us Contact Us