Sharing Vaults Using the Manage Group Members Option
Use the Manage Group Members option when you want to use vault-level groups to give users access to every folder and document in the vault without exception.
The Manage Group Members option allows you to place users, clients, and guests into the vault-level groups that specify what actions users can take in the vault.
When you share a vault with another user by adding the user to a vault-level group, the user automatically has the same permissions in all folders and subfolders in the vault without exception.
You can use the following vault-level groups when you share vaults 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
The Inbox Full Access group is a QuickBooks-specify group and is used only by QuickBooks users. 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.
To share a vault using the Manage Group Members option:
2. In the Advanced view, in the left tree pane, select the vault 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 are 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 memberships. 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 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.
