Use Smart Previews to preview the source documents from search results

Smart Previews is Upland BA Insight’s document previewing and insight layer, designed to let users securely view content directly from search results, without needing to open the source application or download files. It integrates seamlessly with SmartHub to deliver rich, permission-trimmed previews that enhance user productivity, reduce context switching, and improve overall search experience.

As part of the unified BA Insight platform, Smart Previews works alongside Connectors, AutoClassifier, and Connectivity Hub to provide users with a complete view of their content, enriched with metadata and entity context. Whether a document resides in a file system, database, or a cloud repository, Smart Previews ensures that the right users can quickly access and understand the content they need.

Best Practices for using Smart Previews

Effective configuration of Smart Previews ensures security, consistency, and performance across the enterprise. The following practices help maintain a stable, scalable deployment:

  • Ensure consistent Ssecurity trimming: Verify that preview permissions are aligned with the security model of the source system. Always confirm that identity propagation from the Connector or Connectivity Hub matches user entitlements in SmartHub.

  • Leverage metadata for contextual display: Display metadata generated by AutoClassifier, such as entities, classifications, or custom tags, alongside document previews to provide quick insight into the document’s context and relevance.

  • Configure Previews for High-Value Content: Enable Smart Previews primarily for document types that benefit from in-line viewing, such as contracts, reports, or structured templates. This optimizes performance while focusing on user-critical content.

  • Integrate Smart Previews with SmartHub Layouts: Use SmartHub configuration settings to define how and where previews appear (e.g., modal windows, side panels, or embedded frames). Align preview display with user workflows.

  • Test Preview Rendering Using the Recorder Component: Use the SmartHub Recorder to capture user sessions and verify that previews load correctly for different content types, roles, and permission sets.

  • Optimize Caching and Storage: Configure caching to store frequently accessed previews securely. For high-volume environments, distribute caching across load-balanced preview servers to ensure scalability.

  • Monitor Preview Logs and Errors: Regularly review Smart Previews logs for rendering failures, permission mismatches, or unsupported file types. Adjust connector mappings or enrichment configurations as needed.

  • Plan for Document Updates: When source documents are modified, ensure that re-indexing or metadata regeneration is scheduled so that previews reflect the latest version of the content