Frequently asked questions
About SmartShare
- What is SmartShare?
- How do I get SmartShare?
- Can I change my contact card image?
SmartShare is a lightweight and easy to use tool for sharing and collaborating on information. For more information, see What is SmartShare.
You can download SmartShare at Download SmartShare.
Yes, you can change the image in your profile page. You open the profile page by selecting View - My Profile.
User account and signing in
- How do I get a user account?
- I am having problems with signing in to SmartShare?
- SmartShare wants to make an update. What should I do?
- Can I have more than one SmartShare client running?
You apply for an account from the account operator of the desired SmartShare repository.
Your account may have been de-activated or you have supplied the wrong web site adress in your browser or in the repository field in your SmartShare client. Please contact your account operator to verify that your account is still active or contact the DocFactory team.
SmartShare automatically is updated when a new release is released. You must update SmartShare to the latest release.
You can only have one SmartShare client running at the same time. If you want to change repository, sign out from SmartShare, select another repository and sign in again.
Sharing
- How do I share a document with other users?
- Can I share multiple documents with the same user?
- What is a contributor?
- What is a reader?
- Who owns a document?
- Who can add discussion entries to my documents?
- I do not want to share my document!
- I do not get a mail when other users share information. Why?
- SmartShare does not send a notification mail when I share information. Why?
First you need to add the document to SmartShare by dragging the document from your hard drive or network to SmartShare. When the document is added to SmartShare, click on the right mouse button and select Sharing. Decide if the document shall be shared to a reader or a contributor and enter the name of the user or user group you want to share the document with.
Yes, by selecting multiple documents and share the documents with a user or a user group.
If you share a document with a contributor, you allow the contributor to make changes to the document, add readers to the document and add discussions to the document.
If you share a document with a reader, you allow the reader to read the document and to add discussions to the document.
The user who has added the document to SmartShare default owns the document. An owner of a document can always change the owner of the document.
All users and user groups which you share the document with can add discussion entries to your documents.
If you do not add readers or contributors to your document, then your document is private and no one except you can see the document.
You must enter your e-mail address and specify that you want to recieve e-mail notifications when other users share information in your My Profile page. You find the page by selecting View - My Profile.
You specify that you want to send e-mail notifications when you share information in your My Profile page. You find the page by selecting View - My Profile.
Add and save documents
- How do I add a new document to SmartShare?
- How do I save a document from SmartShare to my local disk?
- Can other users see my documents?
- My document has been changed. How can this happen?
- Can I update a specific document in SmartShare?
- Does SmartShare preserve history?
Just drag the document from your harddrive or network and drop the document in SmartShare.
Just drag the document from SmartShare to the desired location on the local disk. The document will be saved on the disk. If you have edited the document on your local disk and want to update the document in SmartShare, just drag the document from your local disk to SmartShare again.
No, unless you have shared them with other users. In that case, the users you have shared the documents with will be able to see them.
If you have shared the document to contributors, they have the permission to changed the document.
Yes, by pressing the CRTL key on the keyboard at the same time as you drag a document from your hard drive or network and drop the document on a specific document in SmartShare, you will update the specific document.
Yes, SmartShare preserves a history of all deleted and previous versions of your information. Each topics history can be accessed via the details pane and the History tab.
Tagging documents
- What is a tag?
- How do I add tags to my information?
- Can anyobody add tags to a document?
- Where do I find already defined tags?
- Can I search for tags?
Tags are like keywords or labels that you connect to your information. The tags are displayed in the SmartShare tag cloud and you can click on the tags to narrow down the list of documents in SmartShare to only display applicable document.
Select the information in SmartShare you want to add a tag to, click on the right mouse button and select Add tag.
All users which either owns or have contributor permissions can add tags to a document.
The most popular tags are displayed in the SmartShare tag cloud. When you add a new tag to a document, already defined tags are displyed as smart suggestions.
Yes, you can search for tags. When you enter a search expression in the search box, matching index entries and tags will be displayed in the intellisense box. You can also directly search for tag by adding tag: before your search expression.
Security
- How do I know that my documents are secure?
- Can anybody read my documents?
- Where are my documents stored?
SmartShare takes the security of your files very seriously. We use the best tools and engineering practices available to build our software, and we have smart people making sure that SmartShare remains secure. Your files are backed-up, stored securely, and password-protected.
No, only the users or groups you share the documents with can read the documents.
Information stored in SmartShare is stored at SigmaKudos. Your files are backed-up, stored securely, and password-protected.
Spotlight
- I cannot add documents to the Spotlight page. Why?
You must be member of the Spotlight Editor group to have permissions to add documents to the Spotlight page.
Mail notification
- Can I decide if a mail notifications shall be sent when I share information?
- I have changed e-mail address, can I change it in SmartShare?
Yes, you configure the e-mail options in your Profile page.
Yes, you can change your e-mail address in your Profile page.
User and group management
- I cannot create new users or groups in SmartShare?
- I cannot invite new users to SmartShare?
- Why are no groups displayed in People view?
- Can I display deactivated groups?
You have to be a member of the Account Operator or the Administartor group to have permissions to create new users or groups.
You have to be a member of the Account Operator or the Administartor group to have permissionsto invite new users to SmartShare.
The People view can be filtered only displaying users in SmartShare. Click on the Display groups button in the header bar in the People view to display groups.
Yes, you can filter the People view displaying active/deactivated users and groups. Click on the Show deactivated button in the header bar in the People view to display deactivated users and groups.
