Create and Use Smart Folders

Last updated: May 11, 2026

Background

Smart Folders lets you organize your projects on the Document Crunch dashboard by grouping them based on existing project properties — such as Client, Stage, Year, Location, or Lead. Instead of scrolling through a flat list of hundreds of projects, you can instantly drill into a focused subset of work relevant to your role or task. Use Smart Folders when preparing for a client meeting, managing day-to-day project oversight, reviewing a portfolio by stage, or simply keeping your dashboard organized and easy to navigate.

Things to Consider

  • Grouping is based on existing project property fields — you cannot create custom folder names or categories

  • You can only group by one property field at a time; nested grouping (e.g., Client > Stage) is not supported at this time

  • Projects without a value for the selected grouping field will appear in an Uncategorized group

  • Your last-used grouping preference is saved automatically and applied the next time you visit the Projects page

  • The grouping is encoded in the URL, making your view shareable with teammates via a direct link

  • Smart Folders applies consistently across all project-selection views, including the Move modal, Chat project-selection modal, and Upload scope selector

  • To "move" a project between groups, you must edit the project's property for the field you are grouping by — there is no drag-and-drop between groups

  • Projects must be deleted individually; bulk deletion within a group is not supported at this time

  • Anyone with edit access to a project can manage its property fields; Team Viewer roles can view all project properties

Steps

  1. Navigate to the Projects page in Document Crunch. By default, you will see a flat list of all projects you have access to.

  2. Click the Group By control at the top of the project list. A dropdown will appear with the available property fields: Client, Stage, Year, Location, Owner, Architect, Type, Value, Delivery Method, Division, Deliverable, Lead, and Alphabetical.

  3. Select the property field you want to group by. Your projects will immediately reorganize into collapsible groups based on that field.

    Tip! Not sure which grouping to start with? Try Client to prepare for a customer meeting, Lead to focus on projects assigned to your team, or Stage to get a snapshot of your pipeline.

  4. Browse the groups on your dashboard. Each group displays its name (the property value) and the number of projects it contains.

    Note: If a project does not have a value for the selected field, it will appear in an Uncategorized group. You can click into that group and edit each project to add the missing property so it appears in the correct group going forward.

  5. Click on any group to drill into it and see only the projects within that group. Breadcrumb navigation appears at the top of the page so you can return to the full grouped view at any time.

  6. Take action on any project within a group as you normally would — open a crunch, start a chat, edit project details, move a project, or delete it. All standard project actions remain available regardless of your active grouping.

  7. To switch to a different grouping, click the Group By control again and select a new property field. To return to the ungrouped flat list, select the Clear option.

  8. To share your current grouped view with a colleague, copy the URL from your browser and send it directly. When your teammate opens the link, they will see the same organized view.

    Note: Your grouping preference is saved automatically. The next time you visit the Projects page, your last-used grouping will already be applied.