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Best practices when using Smart Folders

There are a number of best practices when using Smart Folders.
Server Configuration and Alfresco Search Services:
  • Ensure that your system administrator has configured Alfresco Community Edition to use either Solr 4 or Alfresco Search Services with Solr 6 as a search service.
  • Configure transactional queries in the Search Service to use the database always, or if possible.
  • When you define a search query, restrict the query to certain types or aspects (using +TYPE or +ASPECT), otherwise the query will search for all content.
  • When defining a filing rule for a Smart Folder, use a transactional query for that folder where possible, otherwise uploaded files will not appear immediately. See Transactional metadata queries supported by database for more information.
Smart Folder Templates:
  • Use the FTS query language (this is mandatory for Smart Folders). All other languages are experimental and do not allow creation or upload of new objects into a Smart Folder.
  • If you are using CIFS or WebDAV, only cm:folder types are supported for a folder. Do not use a sub type of cm:folder; instead use aspects to apply properties to a folder.
  • Don't create filing rules that don't match the query criteria for the folder.
  • Don't use folder types in a filing rule (creating physical folders in Smart Folders is not supported).
General guidance:
  • Use the optional id property for every folder node to shorten the noderef for a Smart Folder (the length of noderefs can become critical). The ID must be unique in a template.
  • We recommend uploading content through Alfresco Share or the CMIS APIs. File system protocols such as WebDAV, CIFS, or IMAP are currently unsupported.
  • When you create a model, don't use the - (dash) character in a type, aspect, or property name. A better method is to used mixed case in your names. If you have used the - character in a property name, you must escape the property name in a Smart Folder Template, using \\; for example, mod:first-name must be escaped to mod:first\\-name.

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