Close

Configure Smart Folders tutorial

In this seven-step tutorial you’ll create a simple claims management solution.

You can use Smart Folders for any purpose where you want to bring together files from across an organization, and apply metadata across a set of files. A good case study is an insurance claim, where you might want to bring together information for one customer, that relates to a claim and a specific policy.

Note: You will need system administrator rights to perform the activities in this tutorial.

In the tutorial, you will:

  1. Import a custom content model and create a Claims Application folder where your Smart Folder structure will live
  2. Enable Smart Folders and the Type-based Smart Folder, and import the clex_claimFolder.json Smart Folders Template
  3. Create a rule to automatically apply the aspects for your Smart Folder structure
  4. Create a new claim
  5. Add some supporting files to your claim
  6. Apply a System Smart Folder to your Claims Application folder, to see how you can use different Smart Folder Templates together
  7. Link your claim to related policy files

See Plan and implement Smart Folders and Type-based, System, and Custom Smart Folders for more information about the Smart Folders workflow and types.

The diagram shows the final folder structure that you will create during this tutorial: Smart Folder structure that you've created, including claims and policy folders

For background information on Smart Folder Templates, see What’s a Smart Folder?

Step 1: Set up claims management

To set up the claims framework, you need to create a custom content model, then create a folder structure for your content.

You need a custom content model to specify the metadata that the claims solution requires. You need to be in the ALFRESCO_MODEL_ADMINISTRATORS group to create a content model. For detailed information about Model Manager, see Content modeling with Model Manager.

  1. Download the Smart Folders tutorial files from the smartfolders-master/tutorial directory.

    You can download a zip of the Smart Folders master directory here.

  2. In Alfresco Share, select Admin Tools and Model Manager to display the Model Manager page.

  3. Click Import Model and browse to smartfolders-master/tutorials in your Downloads directory to import claims_example.zip, and click Import.

    You’ll see the claims_example model and namespace, with a status of Inactive.

  4. Select Actions and Activate to set the status to Active.

    Click claims_example to see the Custom Types and Aspects that are defined for the model.

  5. Click Sites and Create Site. Create a new site called Smart Folders, and click Save.

  6. Select Document Library and create a new folder for the tutorial called Smart Folders Tutorial.

  7. In the Smart Folders Tutorial folder, create a folder called Claims Application, and sub folders called Claims and Policies. You should see this structure:

    • Smart Folders Tutorial/Claims Application
    • Smart Folders Tutorial/Claims Application/Claims
    • Smart Folders Tutorial/Claims Application/Policies

You’re now ready to configure your claim.

Step 2: Configure claims management

To configure the claims framework, add the sample template to the Data Dictionary and enable the claims aspect.

The example data model that you imported in the previous task contains the clex:claimFolder aspect. This aspect defines the metadata for a claim, and also marks a folder as being used to contain claim information. Make sure that you’ve downloaded the Smart Folders tutorial files before proceeding with this task.

  1. Stop Alfresco Content Services, and edit your alfresco-global.properties file to specify the following settings:

     smart.folders.enabled=true
     smart.folders.config.type.templates.qname.filter=clex:claimFolder
    

    The smart.folders.config.type.templates.qname.filter property specifies the custom type or aspect of the contents of the Smart Folder Template.

  2. Restart Content Services.

  3. Browse to smartfolders-master/tutorials in your Downloads directory, and locate the clex_claimFolder.json file.

    This is the Smart Folder Template.

    This file matches the clex:claimFolder aspect, so that any folder type with the clex:claimFolder aspect applied to it should use the clex_claimFolder.json Smart Folder Template for its folder structure.

    Adding this aspect and Smart Folder Template means that you’re using Type-based Smart Folders.

  4. In Alfresco Share, click Repository then Data Dictionary, and copy clex_claimFolder.json into the Smart Folder Templates folder.

    You’ll see the default smartFoldersExample.json Smart Folder Template is already in this folder.

    Note: You need system administrator rights to upload this file.

You’re now ready to create a new claim.

Step 3: (Optional) Create a rule to define your Smart Folder structure

You can create a simple folder rule to add an aspect automatically to your folder structure.

To simplify the creation of a claim folder, you can create a folder rule to add the clex:claimFolder aspect automatically to any new claim folder.

  1. Upload the addAspect_claimsFolder.js file from smartfolders-master/tutorials in your Downloads directory to the Repository > Data Dictionary > Scripts directory in Alfresco Content Services.

    This file provides additional function that is not available in the standard aspect and property settings.

  2. Click the site Document Library and drill down to the Smart Folders Tutorial > Claims Application folder.

    It’s important that you create the rule for the Claims folder so that all sub folders will have the aspect that marks them as a claim.

  3. Click the Claims folder and from the menu, click More then Manage Rules, and Create Rules.

  4. Give the rule a name (Add Claims Folder aspect) and a description (Adds clex:claimFolder aspect and converts folder to a claim structure). Use the following options for the remaining fields:

    • Select Define Rule When: and Items are created or enter this folder
    • Check If all criteria are met: and select Content of type or sub-type is folder
    • Select Perform Action: and Execute script, and select the addAspect_claimsFolder.js file

    Note: Make sure that these options are not selected:

    • Rule applies to subfolders
    • Run rule in background
  5. When you’re done, click Create.

Step 4: Create a new claim

You can create a new claim structure using the Smart Folder Template, and edit a new claim.

  1. Click the site Document Library and drill down to the Smart Folders Tutorial > Claims Application > Claims folder.

  2. Create a new folder called Insurance Claim.

  3. If you didn’t set up a rule to add the aspect:

    1. Hover over the Insurance Claim folder and select More then Manage Aspects.

    2. In the Select Aspects window, add the Claim Folder (clex:claimFolder) aspect, and click Save .

  4. Hover over the Insurance Claim folder, select Edit Properties and All Properties.

    You’ll see a new section called Claim Details that’s been populated from the Claim Folder aspect.

    Claim Number, Policy Number, Claim Type, Claim Status, Handling Administrator, and Claim Date fields are visible. Specify a unique claim number (and other data) in these fields, which are propagated to any file in this folder. A list of numbers is provided for testing.

  5. Select the default numbers, a claim type of Accident Insurance and note the claim number. Click Save .

  6. Return to Document Library. You’ll see the new Smart Folders are shown as sub folders of the Insurance Claim folder.

    Smart Folders are identified by this icon: Folder with a magnifying glass representing a Smart Folder

You can now add some files to your claim.

Step 5: Add new claim files

Add some files for the new claim.

You can add any files you like to the site Document Library for your claim. For convenience, an image (in JPG format) and a claim form (in PDF format) are provided in: Smart Folders tutorial files.

  1. Click the site Document Library and drill down to the Smart Folders Tutorial > Claims Application > Claims > Insurance Claim folder.

  2. Drag and drop any image (or the image from Smart Folders tutorial files into the Assessments folder.

    Look in the Assessments/Images folder. The image you added is shown there. The image property defines that it must be filed in the Images folder.

  3. Hover over the image and click Edit Properties then All Properties to view the Claim Details.

    The image has inherited the Claim Number that you set up when you create the folder, and it has inherited the Assessment file type, because this is the folder where the file was dragged to. The file status is set to Draft by default.

    1. Change the Document Type to Correspondence. The image is viewable in the Correspondence Smart Folder.

    2. Change the Document Status to In Review. The image is viewable in the Review processes/2_In Review Smart Folder.

      You can look at the clex_claimFolder.json file contents to understand the search criteria being applied to each folder. See Smart Folder Template syntax for more guidance on understanding and creating your own templates.

  4. Add a claim form (you can use the form from Smart Folders tutorial files to the Forms Smart Folder.

  5. Hover over the claim form and click Edit Properties then All Properties to view the Claim Details.

    The form has inherited the Claim Number that you set up when you create the folder, and it has inherited the Claim Form file type, because this is the folder where the file was dragged to. The file status is set to none by default.

You’ve set up a claim structure, and learned how to configure it with a template, create a new claim folder, and populate it with content.

Step 6: Apply multiple templates

You can use multiple Smart Folder Templates at the same time, to help you find your content more easily.

You can add System or Custom Smart Folders to your structure to use alongside the Type-based Smart Folders that you’ve already applied.

  1. In Alfresco Share, click Repository and Data Dictionary, and copy claimsApplication.json from Smart Folders tutorial files into the Data Dictionary/Smart Folder Templates folder.

    You’ll see the smartFoldersExample.json sample file (and any other templates you’ve added) already in this folder.

  2. Select the claimsApplication.json file. In Document Actions select Change Type and select Smart Folder Template as the new type, and OK.

  3. Click the site Document Library and drill down to the Smart Folders Tutorial folder.

  4. Hover over the Claims Application folder and from the menu select More then Manage Aspects. Add the System Smart Folder (smf:systemConfigSmartFolder) aspect, and click Save .

    Adding this aspect allows you to select a Smart Folder Template that is in the Data Dictionary/Smart Folder Templates directory.

    Alternatively, select the Custom Smart Folder (smf:custom-ConfigSmartFolder) and select a template from anywhere in your repository.

    Note: You can add a single template only to a folder. If you select both the System Smart Folder (smf:systemConfigSmartFolder) and Custom Smart Folder (smf:customConfigSmartFolder) aspects, the system aspect overrides the custom aspect.

  5. Hover over the Claims Application folder and from the menu select Edit Properties and All Properties.

  6. In the Smart Folder Template field, select the claimsApplication.json Smart Folder Template.

    If you need to navigate to the template, it lives in Repository > Data Dictionary > Smart Folder Templates.

  7. In the site Document Library, click the Claims Application folder.

    You’ll see the new folder hierarchy displayed, showing Claims by type, My open claims, and Policy documents. These Smart Folders are displayed in addition to the Smart Folders we set up under the Claims Application folder.

Step 7: Add policy files and review the final claim structure

You can add files relating to the policy and review the Smart Folder structure that you’ve created for managing claims.

We’ve already created a new claim in previous steps, and built up the Smart Folder structure as part of the tutorial. In a real life scenario, the policy files would be created first, and the claim files linked to them afterwards. You can add any files you like to the Document Library for your policy. For convenience, a Terms and Conditions file and a policy file (in PDF format) are provided in the zip package: Smart Folders tutorial files.

  1. Click the site Document Library and drill down to the Smart Folders Tutorial > Claims Application > Policies folder.

    You created a new Accident Insurance claim in the previous steps, and now you’re going to add some policy files to the Accident Insurance type.

  2. Drill down to the Policy Documents > Accident Insurance folder.

    1. Drag and drop a Terms and Conditions file into the Terms & Conditions Smart Folder.

      See Smart Folders tutorial files for an example file.

    2. Drag and drop a Policy file into the Insurance Contracts Smart Folder.

      See Smart Folders tutorial files for an example file.

    3. Edit the properties of the Policy file.

      Hover over the policy file, and from the menu click Edit Properties and All Properties. You’ll see a Policy Details section, where you can set the Document Type, Policy Number and Insurance Class. If you specify a certain policy number, this must be specified in any subsequent claims that you create in the Claims folder.

  3. Try creating a new folder in Claims, with a unique claim number, unique policy number (relating to your new policy file) and insurance class (Accident Insurance, in this case).

    The diagram shows the final folder structure that you’ve set up for your claims management:

    Smart Folder structure including claims and policy folders

Edit this page

Suggest an edit on Github
This website uses cookies in order to offer you the most relevant information. Please accept cookies for optimal performance. This documentation is subject to the Alfresco documentation terms.