Sites

A Site within the Clear Ideas App serves as a versatile container for organizing files and facilitating collaboration, specifically tailored to meet the unique needs and access requirements of various user groups. It provides a structured environment where files can be shared and managed securely, enhancing productivity and ensuring that the right stakeholders have access to the right information.

Key Features:

File Organization: Sites allow users to categorize and compartmentalize documents, ensuring a streamlined and intuitive file management system.
Secure Sharing: Facilitates controlled access to files for external collaborators, maintaining data integrity and confidentiality through robust security protocols and permissions.
User-Specific Access: Sites can be configured to grant access only to specific user groups, ensuring that sensitive information is seen only by authorized individuals.

Creating a Site

Creating a site in the Clear Ideas App is a streamlined process that offers flexibility and efficiency, catering to diverse organizational needs and collaboration projects. Here's a step-by-step guide to creating a site:

Option 1: Creating an Empty Site

Select "New Site": Begin by clicking on the "New Site" option within the app interface.
Enter a Name: Choose an appropriate name for your site that reflects its purpose or the group of users it targets. This naming process helps in identification and organization.

This approach is ideal for users who want full control over structuring their site from scratch. When a site is created, it will be marked Private, which means only you and other administrators will have access to the site. Learn more Privacy and Sharing Settings for Sites.

Option 2: Using a Template

Choose from Over 100 Templates: Select from a wide range of professionally designed templates tailored for specific use cases and collaboration projects.
Automatic Folder Structure: Each template comes with a predefined folder structure that acts as a guideline for organizing content and information effectively.

Using a template is particularly beneficial as it provides a robust starting point, saving time and ensuring that the site structure aligns with best practices for content management and project organization.

By creating a site either from scratch or with the help of a template, users can ensure that their site is tailored to the specific needs and dynamics of their team or project, facilitating seamless collaboration and efficient content management.

Tip: Consider how you files will be shared

When creating a site, you should keep in mind how the site will eventually be shared. For example, if your organization handles sensitive HR or Finance information, it is prudent to create separate, dedicated sites for these functions. This ensures that only users who require access to HR documents, such as employee records and internal policies, or Finance records, like budgets and financial statements, can interact with these files, allow you to maintain confidentiality and compliance.

Overview of Site Settings

The site settings in the Clear Ideas App provide a comprehensive suite of options that allow users to customize and manage their site's functionality and appearance effectively. Here is a high-level summary of these options:

General Settings

Modify the site’s name.
Set the site’s status to either Public or Private.
Choose whether source code should be displayed for supported content files.

Icons and Branding

Select a custom icon or upload a logo to personalize your site’s visual identity.

Numbering

Configure a hierarchical numbering format for files and folders, aiding in organized content management.

Notifications

Enable or disable notifications from the site to manage your attention and priorities effectively.

Watermarks

Apply watermarks to unencrypted PDF files.
Customize the content and format of these watermarks to suit your security needs.

Toggle AI features on or off, including capabilities like chat, summaries, and enhanced search functionalities.

Search

Enable or disable search features such as OCR content indexing and full-text search to improve document retrieval efficiency.

Export

Request a .zip file containing all the content from your site for easy backup or sharing.

These settings offer powerful tools to tailor the user experience, maintain control over site privacy and access, and utilize advanced features to enhance productivity and security.

When a site is initially created in the Clear Ideas App, it is set to "Private" by default. This default setting empowers users to manage and fine-tune their site without any external visibility or disturbances. Here's how this functionality benefits users:

Confidential Organization: Users can freely organize content, adjust settings, upload documents, and add users without worrying about premature access or notifications to others. This ensures a controlled setup environment.
Focused Preparation: Users can take their time to perfect the site's structure and content, ensuring it meets all requirements and standards before others are involved.

Transition to Public:

Making a Site Public: Once satisfied with the setup, the user can change the site's status to "Public."
Notifications: Upon making the site Public, notifications are dispatched as follows:
- For New Users: Individuals who are new to the Clear Ideas App will receive an invitation prompting them to sign-up for an account.
- For Existing Users: Current users of the Clear Ideas App will be notified about their access to the new site.

Public Site Access Control:

Controlled Sharing: It's crucial to understand that even when a site is Public, it is not accessible to the general public. Access remains exclusive to the users explicitly added to the site, ensuring that content is only shared in alignment with each user's security role.

Information Icons

Information icons are displayed for each site. They provide immediate access to additional information about site. Many of the information icons are visible to owners and administrators only.

Local Sync Toggle

Local file sync is enabled for the site.
Clicking on icon will remove the site from the list of locally synced sites (new changes will not be synced locally).
Icon will only appear for sites that you own or are an administrator.
Learn more about local file syncing.

Local Sync Toggle

Local file sync is not enabled for the site.
Clicking on icon will add the site to the list of locally synced sites.
Icon will only appear for sites that you own or are an administrator.
Learn more about local file syncing.

Favourite Toggle

The site is a favourite and will appear in the main menu and with the Favourites tab.
Clicking on icon will remove the site from the favourites list.

Favourite Toggle

The site is is not a favourite.
Clicking on icon will add the site to the favourites list.

Owner

Indicates that this is a site where you are the owner.

Users

Indicates that this site is shared with users.
A tool tip will provide the current number of users with access to the site.

Users

Indicates that this site is not currently shared with users.

Files

Indicates that this site currently has active files.
A tool tip will provide the current number of files in the site.

Files

Indicates that this site does not currently have active files.

Public Status

Indicates that this site currently public and is available to users who have been granted access.

Private Status

Indicates that this site is not currently public.

Context Menu

Toggle for menu for additional functions including: adding tags to a site or deleting a site.
Menu changes depending on the permissions for a user.