Folders are the places to add or import records. Collections are created to collect records from several folders. Both folders and collections represent a project, or something you need to accomplish. They are also static, which means that records have to be added to a folder, or dragged to a collection. There is another type of item in the project tree that is dynamic. They are called "Smart Collections". Smart collections are saved queries. When you define a frequently used query, you may want to keep it so that you won't have to re-define the query next time you use it. You can save the query as a smart collection. When you click a smart collection, it will retrieve all the records that satisfy the query. A smart collection can grow with your database. For example, you can have a smart collection that includes all the references containing a certain keyword and published by a certain publisher. When the smart collection was created, there were 10 records satisfying the query. Later, you add a new reference to your database that satisfies this query condition. If you click the smart collection again, the new record will automatically show up in that smart collection. Your smart collection grows to 11 automatically. In your project tree, smart collections are indicated by a special icon in the folder kind column.

To create a smart collection, you have to run a search first. It can be a fast search, an advanced search, a lookup search, or a category search. At the top of the search tab, click the button. A new window will be shown with all the folders, collections, and smart collections lists. Enter a name for the new smart collection, and select the place where you want to add it. Click the OK button to add.

Once a smart collection is created, you can right click the smart collection in the project tree and select "Properties". There will be a "Search" tab at the top. This tab is only available when viewing a smart collection item. You will not find this tab when viewing a folder or a collection item. Click on the tab, and you can see the search query in SQL. If you are not familiar with SQL, there is no need to see this.