TL;DR
A Smart Collection is a Collection defined by rules instead of manual selection. Set a filter once — a tag, a file status, an owner, a search term — and Stockpress automatically pulls in every matching file, both existing and new, without anyone adding them by hand. It’s the difference between a folder that needs constant upkeep and one that stays accurate on its own.
What is a Smart Collection?
A Smart Collection is a type of Collection in Stockpress that populates automatically based on rules, instead of requiring files to be added one at a time. Once a rule is set — such as a specific tag, file status, owner, or search term — every file in the workspace that matches is included automatically, and any new file that matches after the fact is added the moment it’s uploaded.
Smart Collections are built on the same underlying Collections system used throughout Stockpress, so they behave like a regular Collection for sharing, permissions, and structure — the only difference is how they’re populated.
Regular Collection vs. Smart Collection
| Aspect | Regular Collection | Smart Collection |
|---|---|---|
| How files are added | Manually, one at a time | Automatically, based on rules |
| Stays current as library grows | Only if someone updates it | Yes, without manual work |
| Can be shared and permissioned | Yes | Yes |
| Can feed into a Content Portal | Yes | Yes |
| Best for | Fixed, hand-picked sets of files | Sets of files defined by a shared trait (tag, status, owner, etc.) |
What rules can define a Smart Collection
- Tags — any custom or AI-applied tag in the workspace
- File status — for example, only approved or final-status assets
- Owner or uploader — content added by a specific person, team, or external collaborator
- Search terms — matching file names, descriptions, or other metadata
- Most other workspace filters available in Stockpress
Where Smart Collections can be created
Smart Collections can be created in two places: in the All Collections area of a workspace, or as a sub-Collection nested inside an existing Collection. In both cases, the same rule-based logic applies — the only difference is where the Smart Collection lives in the workspace’s structure.
Common use cases
| Use case | Example rule |
|---|---|
| Always-current campaign set | Tag: current campaign name + Status: approved |
| Living product library | Tag: specific product line |
| Collaborator audit trail | Owner: specific freelancer, agency, or team member |
| Current headshots or team photos | Tag: headshot + most recent upload date |
How Smart Collections connect to sharing and Content Portals
Smart Collections can be shared externally the same way a regular Collection can. They can also be used as the content source for a Content Portal — since the Smart Collection updates automatically, any Portal built from it reflects new or changed content without anyone rebuilding the page.
Stockpress is built to make every asset easy to find and easy to use. Explore other automation features and AI tools that might help your workflow too.
Build your first Smart Collection
Learn how to set one up in your Stockpress workspace, or start a free workspace to try it on your own content.
Frequently asked questions
What is a Smart Collection in Stockpress?
A Smart Collection is a Collection that populates automatically based on rules — such as a tag, file status, owner, or search term — rather than requiring files to be manually added.
How is a Smart Collection different from a regular Collection?
A regular Collection only contains files that were manually added to it. A Smart Collection automatically includes any file, existing or new, that matches the rule it was built on.
Do Smart Collections update automatically when new files are uploaded?
Yes. Any new file that matches a Smart Collection’s rule is added automatically at the moment it’s uploaded, without requiring manual action.
Where can Smart Collections be created?
Smart Collections can be created in the All Collections area of a workspace, or as a sub-Collection within an existing Collection.
Can a Smart Collection be used to build a Content Portal?
Yes. A Content Portal can be built from a Smart Collection, so the Portal updates automatically as the underlying content changes, without manual rebuilding.
What kinds of rules can define a Smart Collection?
Smart Collections can be defined by tags, file status, owner or uploader, search terms, and most other filters available in a Stockpress workspace.
