Sharing QuickBooks Company Files Using the Manage Group Members Option
Use the Manage Group Members option to share a QuickBooks company file when you want to give users access to every folder and document in the vault without exception, including documents attached to QuickBooks entries and stored under the VaultName/Applications/QuickBooks folder structure.
When you use the Manage Group Members option, you to place users, clients, and guests into vault-level security groups that specify what actions users can take in the vault, including what actions they can take with documents attached to entries in QuickBooks company files.
You can use the following vault-level security groups to share a QuickBooks company file using the Manage Group Members option:
Managers (Vault Managers)
Users in the Vault Managers group have full access to the vault in which they are a manager and can perform the following actions:
– View, download, upload, delete, edit document properties, and send links for all of the documents in the vault, including documents attached to QuickBooks entries and stored under the VaultName/Applications/QuickBooks folder structure.
– Create and delete folders everywhere in the vault except for under the VaultName/Applications/QuickBooks folder structure. The VaultName/Applications/QuickBooks folder structure is automatically created by SmartVault when you add a QuickBooks company file to SmartVault and is read-only.
– Use the SmartVault Toolbar to attach documents to QuickBooks entries, view and download documents attached to QuickBooks entries, edit the properties of documents attached to QuickBooks entries, and add notes to QuickBooks entries.
– Add QuickBooks company files to SmartVault.
– Share the vault or any folder in the vault with other users.
Users in the Vault Manager group cannot see or manage items in other vaults in the account or manage account branding or billing.
Only users can be members of this group. Clients and guests invited to the account cannot be members of this group.
Full Access
Users in the Full Access group can perform the following actions:
– View, download, upload, delete, edit document properties, and send links for all of the documents in the vault, including documents attached to QuickBooks entries and stored under the VaultName/Applications/QuickBooks folder structure.
– Create and delete folders everywhere in the vault except for under the VaultName/Applications/QuickBooks folder structure. The VaultName/Applications/QuickBooks folder structure is automatically created by SmartVault when you add a QuickBooks company file to SmartVault and is read-only.
– Use the SmartVault Toolbar to attach documents to QuickBooks entries, view and download documents attached to QuickBooks entries, edit the properties of documents attached to QuickBooks entries, and add notes to QuickBooks entries.
Users in the Full Access group cannot perform the following actions:
– Share the vault or any folders in the vault with other users.
– See or manage items in other vaults in the account.
– Add QuickBooks company files to SmartVault.
– Manage account branding or billing.
Users, clients, and guests can be members of this group.
Read Only
Users in the Read Only group can perform the following actions:
– View, download, edit document properties, and send links for all of the documents in the vault, including documents attached to QuickBooks entries and stored in the VaultName/Applications/QuickBooks folder structure.
– Use the SmartVault Toolbar view and download documents attached to QuickBooks entries.
Users in the Read Only group cannot perform the following actions:
– Upload or delete documents anywhere in the vault.
– Create or delete folders anywhere in the vault.
– Use the SmartVault Toolbar to attach documents to QuickBooks entries, edit the properties of documents attached to QuickBooks entries, or add notes to QuickBooks entries.
– Share the vault or any folders in the vault with other users.
– See or manage items in other vaults in the account.
– Add QuickBooks company files to SmartVault.
– Manage account branding or billing.
Users, clients, and guests can be members of this group.
Inbox Full Access
Users in the Inbox Full Access group can view, download, upload, delete, edit document properties, and send links for all of the documents only in the VaultName/Applications/QuickBooks/CompanyFileName/Documents/Inbox folder.
Users in the Inbox Full Access group cannot perform any of the following actions:
– View, download, upload, delete, edit document properties, and send links for any documents or folders in the vault other than documents in the VaultName/Applications/QuickBooks/CompanyFileName/Documents/Inbox folder. This folder structure is automatically created by SmartVault when you add a QuickBooks company file to SmartVault.
– Create and delete folders anywhere in the vault.
– Use the SmartVault Toolbar.
– Share the vault or any folder in the vault with other users.
– See or manage items in other vaults in the account.
– Add QuickBooks company files to SmartVault.
– Manage account branding or billing.
Users, clients, and guests can be members of this group.
Note: The QuickBooks company file you want to share must be added to SmartVault before you can share it. For more information, see
“Adding QuickBooks Company Files to SmartVault” . Your SmartVault user ID must also be a member of the SmartVault Administrators group or Vault Managers group before you can share a QuickBooks company file. For more information, see
“Viewing Activity Logs” .
To share a QuickBooks company file using the Manage Group Members option:
2. In the Advanced view, in the left tree pane, select the vault that contains the QuickBooks company file you want to share with other users.
3. In the right task pane, click Manage Group Members.
4. Select the tab for the group you want to add the user to.
For example, if you want to add the user to the Vault Managers group, select the Managers tab. SmartVault displays a list of current users who have access to the vault as members of the Vault Managers group.
Note: SmartVault Administrators and members of other vault-level groups are not included in the list of current users displayed on each tab. However, members of these groups may already have permissions to the vault based on vault-level group membership. For example, by default, SmartVault Administrators are also Vault Managers for each vault in the account. To see a list of SmartVault Administrators who also have access to the vault, in the Advanced view, in the left pane, select the account, and then in the right pane, click Manage Administrators. Also, for example, any member of the Vault Managers group is already by default a member of the Full Access group.
5. Click Add Member.
6. If the user you want to add to the group is already a member of the account, select the check box in front of the user’s name, and then click Add.
7. If the user you want to add to the group is not already a member of the account, click Invite User Not in List, type the email address of the user you want to add to the vault group, type an optional personal message to the user you want to add to the vault group, and then click Send Email.
SmartVault automatically sends the user you shared the vault with an email notification message telling the user that you have shared the vault with them and that they can access the vault by clicking the link in the email.
For example, assume that you shared a QuickBooks company file called Larry’s Landscaping in a vault called Client - Larry’s Landscaping with the following users:
• You made Amber Allen a Vault Manager by adding her to the Vault Managers group.
• You made Bob Black an Full Access User by adding him to the Full Access group.
• You made Cathy Cole a Read Only User by adding her to the Ready Only group.
• You made Doug Davenport an Inbox Full Access User by adding him to the Inbox Full Access group.
When Amber Allen signs on to SmartVault, since you made her a member of the Vault Managers group, by default she see the Advanced view. In the Advanced view, she can perform the following actions:
• View, download, upload, delete, edit document properties, and send links for all of the documents in the vault, including documents stored under the VaultName/Applications/QuickBooks folder structure.
• Create and delete folders everywhere in the vault except for under VaultName/Applications/QuickBooks folder structure. The folder structure under VaultName/Applications/QuickBooks is read-only.
• Use the SmartVault Toolbar attach documents to QuickBooks entries, view and download documents attached to QuickBooks entries, edit the properties of documents attached to QuickBooks entries, and add notes to QuickBooks entries.
• Share the vault or any folder in the vault with other users.
When Bob Black signs in to SmartVault, since you made him a member of the Full Access group, by default he see the Files and Folders view. In the Files and Folders view, he can perform the following actions:
• View, download, upload, delete, edit document properties, and send links for all of the documents in the vault, including documents stored under the VaultName/Applications/QuickBooks folder structure.
• Create and delete folders everywhere in the vault except for under VaultName/Applications/QuickBooks folder structure. The folder structure under VaultName/Applications/QuickBooks is read-only.
• Use the SmartVault Toolbar attach documents to QuickBooks entries, view and download documents attached to QuickBooks entries, edit the properties of documents attached to QuickBooks entries, and add notes to QuickBooks entries.
However, Bob cannot share the vault or any folders in the vault with other users. In order for Bob to be able to share the vault or any folders in the vault with other users, Bob must be a member of the Vault Managers group for the vault.
When Cathy Cole signs on to SmartVault, since you made her a member of the Read Only group, by default Cathy sees the Files and Folders view. In the Files and Folders view, Cathy can perform the following actions:
• View, download, edit document properties, and send links for all of the documents in the vault, including documents stored under the VaultName/Applications/QuickBooks folder structure.
• Use the SmartVault Toolbar view and download documents attached to QuickBooks entries.
Cathy cannot perform the following actions:
• Upload or delete documents anywhere in the vault.
• Create or delete folders anywhere in the vault.
• Use the SmartVault Toolbar to attach documents to QuickBooks entries, edit the properties of documents attached to QuickBooks entries, or add notes to QuickBooks entries.
• Share the vault or any folders in the vault with other users.
In order for Cathy to be able to upload or delete documents anywhere in the vault or create or delete folders anywhere in the vault, she must be a member of the Full Access group. In order for Cathy to be able to share the vault or any folders in the vault, she must be a member of the Vault Managers group.
When Doug Davenport signs in to SmartVault, since you made him a member of the Inbox Full Access group, by default he sees only the VaultName/Applications/QuickBooks/CompanyFileName/Documents/Inbox folder the Files and Folders view.
In the Files and Folders view, Doug can only view, download, upload, delete, edit document properties, and send links for all of the documents in the VaultName/Applications/QuickBooks/CompanyFileName/Documents/Inbox folder.
Doug cannot perform the following actions:
• View, download, upload, delete, edit document properties, and send links for any documents or folders in the vault other than documents in the VaultName/Applications/QuickBooks/CompanyFileName/Documents/Inbox folder.
• Create and delete folders anywhere in the vault.
• Use the SmartVault Toolbar.
• Share the vault or any folder in the vault with other users.
