Smart Folders

Smart Folders automatically organise your documents based on custom rules and criteria.

Note: Smart Folders are available on Pro, Family/Trust, and Enterprise plans.

What Are Smart Folders?

Smart Folders are dynamic collections that automatically include documents matching your criteria. Unlike regular folders:

• Automatic - Documents are added/removed automatically
• Rule-based - Define criteria, oklido does the rest
• Real-time - Updates as new documents arrive
• Non-destructive - Documents can appear in multiple smart folders

Creating a Smart Folder

1. Go to Documents → Smart Folders
2. Click "Create Smart Folder"
3. Enter a name and description
4. Define your filter criteria
5. Click "Save"

Filter Criteria

By Document Type

Include documents of specific types:

• Investment Memo
• Quarterly Report
• Distribution Notice
• Capital Call
• Tax Document
• Legal Document

By Source

Include documents from specific sources:

• Specific investment managers
• Banks
• Custodians
• All sources of a type

By Date

Include documents from specific periods:

• Last 30 days
• Last quarter
• This year
• Custom date range

By Tags

Include documents with specific tags:

• Match any tag
• Match all tags

Example Smart Folders

"2024 Tax Documents"

Document Type: Tax Document
Date: January 1, 2024 - December 31, 2024

"ABC Capital Reports"

Source: ABC Capital
Document Type: Quarterly Report

"Urgent Review"

Tags: "Review Needed" OR "Urgent"

"Recent Capital Calls"

Document Type: Capital Call
Date: Last 90 days

Managing Smart Folders

Editing Rules

1. Open the smart folder
2. Click the settings icon
3. Update criteria
4. Save changes

Folder Appearance

Customise your smart folder:

• Icon - Choose from available icons
• Colour - Pick a colour for easy identification
• Description - Add notes about the folder's purpose

Deleting Smart Folders

Deleting a smart folder:

• Removes the folder view
• Does NOT delete the documents inside
• Documents remain in their original location

Key Benefits

• Create rules to automatically collect matching documents
• Filter by: date range, document type, source, tags, or status
• Combine multiple criteria with AND logic
• Documents appear/disappear automatically as they match criteria
• Relative dates like "Last 30 days" update dynamically
• Add custom icons and colours for visual identification
• Great for: tax documents, insurance policies, or project files

Smart Folders vs. Tags

Use both together for maximum flexibility:

• Tags for manual categorisation
• Smart Folders for automatic views