Organizing library items in smart folders

Edit online

You can arrange library items in smart folders for quick and easy access in IBM® Process Designer. For example, you can use the predefined smart folders to easily access daily or weekly changed items, favorites, and public items. In addition, you can create custom smart folders to organize library items according to your preferred criteria.

About this task

Process Designer provides the following predefined smart folders for your use:
  • The Changed today and Changed this week folders include all library items in the current process application or toolkit that were changed on the current day or in the current week. They include library items changed by all users who have access to the current project.
  • The Favorites folder includes all the items in the current process application or toolkit and its dependencies that you mark as a favorite (by clicking the star icon next to the item name in the library or by adding the Favorite tag). This way you can quickly identify and access important or most frequently-used items from a single location.
  • The Public folder includes all the items in the current process application or toolkit and its dependencies to which you have assigned the Public tag.
    Important: To view the items under the Public smart folder, ensure that you update the System Data Toolkit to System Data Toolkit 8.0 or later.

You can create custom smart folders that are private or you can let authorized users, anyone who has access to the current process application or toolkit, view their contents.

Procedure

Complete the following steps to create a custom smart folder:

  1. In Process Designer, open the process application or toolkit, and click the plus sign next to Smart Folders in the library.
  2. Enter the name, and specify the criteria, such as the tag and the modified date, to determine which library items to include. Optionally, you can choose to show the number of items, allow all authorized users to view the content, and include items from toolkit dependencies.

    Process Designer evaluates the criteria from the beginning to the end. If no criteria match existing library items, the smart folder is empty.

  3. Click Finish to save the smart folder settings.

Results

To modify or remove a custom smart folder, select the action from the context menu of the smart folder.