Smart Folders

Smart Folders are virtual folders that automatically collect matching resources based on filter rules. They do not move or copy the original files. When a resource matches the rules, it appears in the Smart Folder while staying in its original location.

When to Use Smart Folders

• Build dynamic views with titles, tags, links, file names, body content, or creation time
• Keep a folder-like context for AI Q&A and writing that updates as new resources match the rules
• Quickly review recently created resources or resources that match a specific tag or keyword
• Automatically gather filtered web collections, documents, and meeting materials without manually moving resources
• Combine resources scattered across private and team namespaces into one view for easier review
• Filter recently uploaded, recently collected, or phase-specific resources by creation time for weekly reports, retrospectives, periodic organization, and more
• Combine conditions such as Tags, Content, and Title to build more precise topic-based folders

Create a Smart Folder

1. In the left navigation bar, click Create Smart Folder.
2. If a team namespace exists, select where the Smart Folder belongs: Private or Team.
3. If a team namespace exists, select the filter scope:
   • If the Smart Folder belongs to the Private namespace, the filter scope can be Private, Team, or Private + Team.
   • If the Smart Folder belongs to the Team namespace, the filter scope can only be Team.
4. Enter a name. The name is required, can contain up to 128 characters, and cannot duplicate another resource at the same level.
5. Add one or more conditions.
6. If there are multiple conditions, choose whether resources need to match All conditions or Any condition.
7. Click Create.

Conditions

Smart Folders support the following condition fields:

Field	Description
Title	Match by resource title
Tags	Match by tags added to the resource
URL	Match by saved web page link; only link resources can match URL rules
File Name	Match by uploaded file names
Content	Match by body text
Created At	Match by resource creation time

Text conditions support Contains, Does not contain, Equals, Does not equal, Is empty, and Is not empty. Text matching is case-insensitive.

Creation time conditions support In last, Not in last, Before date, After date, and Between dates. Relative time conditions can use days, weeks, months, or years.

Use Smart Folders

• Open a Smart Folder to view all resources that currently match its rules. The list updates automatically when resources are created, edited, tagged, or otherwise changed in a way that affects the rules.

• Resources shown inside a Smart Folder are virtual results. You can use Locate Source File to jump to the original resource in the knowledge base.

• Smart Folders can also be added to AI conversations as folder context. OmniBox uses the Smart Folder rules to include the current matching resources.

• If no resources match, the Smart Folder shows an empty state. You can edit the filter rules to broaden or adjust the results.

Manage Smart Folders

• Edit a Smart Folder to change its name, scope, match mode, or conditions.
• Moving a Smart Folder to trash only removes the Smart Folder itself. It does not delete the resources shown inside it.
• You cannot upload files, create files, create folders, or move resources into a Smart Folder.
• Smart Folders and regular resources cannot be moved into each other.

Plan Limits

If you reach the limit of your current plan, OmniBox will show an upgrade prompt.

• Basic namespaces support 1 Private Smart Folder, 1 Team Smart Folder, and up to 3 conditions per Smart Folder.

• Premium namespaces support more Smart Folders and up to 10 conditions per Smart Folder.

Mobile App

You can also create, view, and manage Smart Folders in the OmniBox Mobile App.

Mobile Entry

You can create a new Smart Folder from the + in the top right of the App homepage.

Mobile Viewing and Management

• On the Smart Folder detail page, you can pull to refresh matching results and tap resources in the matching results to view their content.
• Tap the menu in the bottom right corner of a Smart Folder card, or tap the menu in the top right of the Smart Folder detail page, to edit its filter conditions or move it to trash.
• Moving a Smart Folder to trash does not affect the resources shown inside it. You can restore it from trash before the retention period ends; after that, it is automatically deleted.