Make It Your Own
Smartbins makes it easy to arrange your information the way it makes the most sense to you - create multiple libraries and utilize Tag Clouds and Tags to locate, edit, and share the information you need at your fingertips.
Also, the appearance of Smartbins can be customized to match your brand identity or your personal preferences. Upload your logo to your account, or to a specific library within your account, and Smartbins will select a color scheme consistent with your brand's design.
You can also select colors on your own. Go ahead - make Smartbins your own!
Upload files of varying types and sizes with ease. Smartbins recognizes over 80 different file types-including email and web pages (URLs)-and is designed to upload large files in a flash.
Select files from your computer's hard drive to upload, or copy and paste a URL into Smartbins. You can even create simple content within the application if that's most convenient.
Tag as you go to streamline your workload and build a library that you can easily revise, update, and share with your team.
Tag Your Files
Most other file sharing solutions are based on an old and inefficient model - file folders. Smartbins works differently. Instead of the old paper-based system of folders, which only allows you to store information in one place, Smartbins uses a unique tag based approach.
Smartbins's tagging system works like your brain works. When people think of a file, they typically think in terms of its content, the people involved, the time, place, etc. Using Smartbins's tag based interface, you can finally organize files the way you think.
The most immediate benefit of this approach (officially called 'folksonomy' for the intellectuals out there) is that relevant files are easier to find - especially in group settings, saving time and frustration.
Example 1: MS Research Fundraiser Publicity Plan
Jim has a file.
It's a publicity plan...
...for an upcoming fundraiser...
...for MS Research...
...put on by his condominium association...
...that involves the efforts of marketing committee members and staff at the conference center...
...and prizes donated by area jewelers, massage therapists, and other small business owners.
Which file should he put it in?
Fundraisers? MS? Publicity Plans? Marketing Committee? Prize donations? Condominium Association?
Actually, no one of these folders is exactly the right place because in some way, they're ALL the right place. And so, Jim would choose one that he thought was the best, and then later would have to ask himself "Where did I put that file?"
With Smartbins, Jim would never have to think about which file he thought was the best at the time he saved it, but rather "What is that file about?"
With Smartbins, Jim's file could be Tagged in lots of different ways:Event Planning
- Conference Center
- MS Research
- Publicity Plan
- Condominium Association
- Marketing Committee
- Local Jewelers
- Local Massage Therapists
Because Smartbins works like your brain works, you can categorize information in lots of ways-from multiple directions-which means that, later, you can find what you are looking for quickly and easily.
Set up your Tag Clouds to reflect multiple ways you might try to find a piece of information-by document type, by function, by audience, etc. Use tags generously and it will make it easy to find files later.
Example 2: Temporary Office Staffing Agency Applicant
Jane has a file.
It's a resume...
...from a potential temporary office staffer...
...who has a Bachelor's degree and is a certified public accountant...
...with eight years professional accounting experience in publishing and media...
...who prefers assignments longer than two weeks...
...and has been through the phone screening process, but has not yet been interviewed or completed skills evaluation.
Which file should he put this resume in?
Resumes? Accountants? Media? Publishing? Experienced? Mid-term assignment? Long term assignment? Applicant?
Actually, no one of these folders is exactly the right place because in some way, they're ALL the right place. And so, Jane would choose one that he thought was the best, and then later would have to ask himself "Where did I put that file?"
With Smartbins, Jane would never have to think about which file she thought was the best at the time he saved it, but rather "What is that file about?"
With Smartbins, Jane's file could be Tagged in lots of different ways:Document Type
- Bachelor's Degree
- CPA Certification
- Over 5 Years
- Mid-term Assignment (two to four weeks)
- Long-term Assignment (over four weeks)
- Invite to Interview
- Complete Skills Evaluation
Example 3: Quarterly Sales Report
Scott has a file.
It's a sales and marketing report...
...for first quarter 2009...
...that includes data on local and out-of-state customers...
...including expenses and the profit margin for each project completed...
...and the amount of money spent on newspaper ads in each area.
Which file should he put this resume in?
Sales reports? Marketing reports? Local customers? Out-of-state customers? Newspaper advertising?
Actually, no one of these folders is exactly the right place because in some way, they're ALL the right place. And so, Scott would choose one that he thought was the best, and then later would have to ask himself "Where did I put that file?"
With Smartbins, Scott would never have to think about which file he thought was the best at the time he saved it, but rather "What is that file about?"
With Smartbins, Scott's file could be Tagged in lots of different ways:Document Type
- Sales Report
- Marketing Report
- Out of State
- Profit Margin
- First Quarter 2009
- Newspaper Ad
Similar to gmail, the email service from industry leader Google, Smartbins is about searching, not sorting. It's about finding files by content, not location.
One way to browse files is by filtering your library by tag. By selecting multiple tags, you are pulling the files with all applicable tags to the top of your library's pile.
Smartbins also automatically classifies your files in a few different ways: by the user who uploaded them, by the date they were uploaded, and by the file type. If you're having a hard time locating files by tag, you can always add one of these specifications as well, to help narrow your scope.
Even if, after all that, you still can't find your file with tags-if you forgot to tag the file or can't remember which Tags you applied-use Smartbins's sleek search function, which will scan all documents in the library and pull out any that use a particular keyword of your choosing in their title, description, or in the document text itself.
With Smartbins, it's nearly impossible to lose track of something, and you'll save yourself considerable time (and expense) scanning for information. Did you know that the average knowledge worker spends 2.5 HOURS every day panning for nuggets of information in web pages and files-even though many of these files may be their own?
Sheesh. I don't know about you, but I've got better things to do! Get started with Smartbins to locate the information you need quickly, and get on with using it.
Smartbins provides a centrally located place to store files that you need to share with others. When you opt to share a file within Smartbins, you will create a link that can be emailed or posted to a web site for others to access. If you'd like additional security, protect your link with a password, or assign an expiration date as well.
You can also share entire groups of files. Share an entire tag, and the link you create (that you can email or post) will lead your friends or colleagues to a list of all files with that tag.
Forget large email attachments that needlessly clutter up your computer's hard drive. Use Smartbins's storage system to seamlessly pass documents to others, so they can check in, check out, access, read, and edit with ease.
Use Smartbins to:
- Organize, share, and publish documents, PDFs, web pages, graphics, images, and emails
- Store and search files online (emails too!)... access information from anywhere!
- Send really big files painlessly and allow others quick access to them (no more CDs, zip disks, shipping charges or delays)
- Collaborate! Prevent confusion, errors and duplication of effort when more than one person works on a file.
- Back up your files - sooner or later, your computer or drive will fail. It happens! Keep important documents securely backed up so you'll always have them when you need them.
But also, you can:
- Manage workflow
- Power the back for a website's file library
- Communicate with clients or work teams by storing all their information in one place
- Organize web pages - bookmarks are a pain! Label and save web addresse and find them again, quickly.
Save time and avoid confusion when working with others on a document or project. Set up tags with a "tag watch" to notify other library users that they should take action on a document.
For example, an HR department could use Smartbins to filter incoming resumes:
- Josh uploads a resume to the shared Smartbins library. He reviews the resume and thinks the candidate could be qualified for a Customer Service Associate position, so he tags the file "Phone Screen" and "Customer Service Associate."
- Rita has a "Tag Watch" set up for the "Phone Screen" tag. This means that whenever someone tags a file with "Phone Screen," she receives an email. Rita calls the applicant and is impressed. She tags the file "Invite to Interview."
- Jane is tag-watching this tag, and receives an email. She sets up an interview with the candidate, and doesn't think they'd be a good fit for the Customer Service position. She tags the file "Pass."
- Josh has a tag watch set up for the "Pass" tag. He receives an email, and sends the applicant a "Thanks, but no thanks" letter. He removes the "Customer Service Associate" tag and tags the file "Previous Applicant."
Build an Online Resources Library
Smartbins has an API which can be used by other developers to create plug-ins which reside within the Smartbins interface and external applications that connect to Smartbins via web service.
For example, the American Society for Internal Law (ASIL) is using Smartbins as the back end for iLex, an online treaty database. Smartbins enables the administrators to easily manage treaty documents, links to resources, articles, etc. The front end, pictured below, provides anonymous web visitors with access to the documents.
The topics, jurisdictions, treaties, etc. are all set up as tags within Smartbins. When a new tag is added by an administrator (a 5-second operation), the front end website is automatically updated with the new search option. Check it out at http://ilex.asil.org.
mySmartbins™ Desktop Client
The mySmartbins™ desktop client provides you with an easy, reliable way to automatically sync and backup files from your desktop to Smartbins.
mySmartbins™ allows you to work with your files directly on your computer, the same way you always have, and have the changes automatically saved to your Smartbins account. Don't want to sync a particular file? No problem! You can select what files to keep in sync, and you can choose to disable sync for any file at anytime.