Use Smokeball File Manager

Learn how to easily keep track of edits and changes to your documents using the Smokeball File Manager app.

File Manager is an app that runs in the background of your Mac or Windows computer that automatically tracks edits, deletions, additions, and renaming of documents in the Smokeball Web App.

All you need to do is to install, log in with your Smokeball credentials, and start editing from the Smokeball Web App to automatically start tracking changes.

Installing File Manager

If this is the first time you're installing File Manager on your computer, you will be prompted to do so when editing a document:

1. Open a matter in the Smokeball Web App.
2. Select the Documents tab in the matter.
3. Find the document you wish to edit. Hover over the document and select the three dots icon, then select Open. Note: This action will vary depending on the file type and your configuration. For Word and Excel files, this defaults to Open on Desktop. For other file types, this action will be Open. If you use the Word add-in and are selecting a Word document, this action will appear as Open in Web.
   
4. A message will appear, prompting you to download File Manager. Select Download For Windows/Download For Mac (depending on what operating system you are using).
   
5. The File Manager installation file will be downloaded to your computer. Open the downloaded file to start the installer.
   
6. Once File Manager is installed, a new window will appear, prompting you to sign in. Enter your Smokeball credentials in the web browser window.
   • Ensure the flag at the bottom-right corner is set to United States.
     
7. After entering your credentials, you may need to grant permissions for your web browser to open File Manager. Select Open File Manager.
   
8. File Manager will then launch on your computer. The app will run in the background, and you can view the status of documents by selecting the Smokeball icon on your taskbar.
   

Editing a document in the Web App

Whenever you use the Edit action on a document in the Smokeball Web App, File Manager will document your changes as a new version.

To edit a document:

1. Open a matter in the Smokeball Web App.
2. Select the Documents tab in the matter.
3. Find the document you wish to edit. Hover over the document and select the three dots icon, then select Open. Note: This action will vary depending on the file type and your configuration. For Word and Excel files, this defaults to Open on Desktop. For other file types, this action will be Open. If you use the Word add-in and are selecting a Word document, this action will appear as Open in Web.
4. 
5. Your browser may open a dialog window to open File Manager. Select Always allow.. or the equivalent to stop this message from appearing every time you edit a document. Then, open File Manager.
   
6. The document will open in the default editing program for its file type (e.g. Word for Windows or Pages for Mac).  
7. You can access File Manager from the taskbar at any time. File Manager will display the documents that it is tracking changes for. 
   
8. Once you have made your changes, save the document. File Manager will sync your changes to the Smokeball Web App and show a green tick when successful.
   
9. The changes are saved to a new version of the document. To access all versions, click on the document name.
   Every time you Edit and save a document back to the Smokeball Web App, a new version of the document is created.
   

Good to know

• Supported file types include .docx, .xlsx, .pdf, .txt, and other common formats. All files types that can be edited can be tracked by File Manager.
• If for any reason you need to log out of File Manager, open File Manager from the taskbar and select the gear icon. Then, select Logout.
  
• To prevent it from tracking changes on a document, hover over the document name and select the close icon.