Sharing Vaults Using the Share & Manage Access Option

When you use the Share & Manage Access option in SmartVault to share a vault, you give the user you share the vault with explicit permissions to the root of the vault. These permissions are then copied onto and flow down to any new folders or subfolders you create in the vault after you grant the user permissions to the vault. However, the permissions that you specify when you share the vault are not copied and do not automatically flow down to all of the folders in the vault that already exist in the vault.

This means that users can see any folders and subfolders you create in the vault after you share the vault. However, users cannot see any folders or subfolders that you created before you shared the vault. If you want to share folders that already existed in the vault with the user, you must go back and share to each pre-existing folder separately. For more information, see “Sharing Folders” .

The Client - Deepwater Diving vault contains three .pdf files as the root of the vault, Contact Information.pdf, Engagement Letter.pdf, and Holiday Schedule.pdf. This vault also contains three folders, Financial Statements, Tax Returns, and Working Papers. The following image shows the structure of the vault as you would see it if you were Carol Jones working in the Advanced view.

As Carol Jones, you share the Client - Deepwater Diving vault with Dawn using the Share & Manage Access link in the right task pane, and when you share the vault with Dawn, you give her full access to the vault, which means she can view, modify, and delete any item in the vault.

After you share the vault with Dawn, when Dawn signs in to SmartVault, she can only see the three .pdf files in the root of the vault, Contact Information.pdf, Engagement Letter.pdf, and Holiday Schedule.pdf. She cannot see the three folders, Financial Statements, Tax Returns, and Working Papers, because these three folders were created before you shared the vault with Dawn. The following image shows the structure Dawn sees when she signs in to SmartVault.

Now assume as Carol Jones, CPA, you create a new folder, Docs for Carol to Review. When you create this new folder, SmartVault copies the explicit permissions you assigned to the vault onto the new folder. Since these vault permissions now include Dawn, the next time Dawn signs in to SmartVault, Dawn will see the Docs for Carol to Review folder in her vault and folder structure, as displayed in the following image.

However, Dawn still cannot see the three folders in the Client - Deepwater Diving vault that were added to the vault before you shared the vault with Dawn using the Share & Manage Access option, the Financial Statements, Tax Returns, and Working Papers folders.

Now assume that as Carol Jones, CPA, you want to give Dawn access to the Financial Statements and Tax Returns folders, but you do not want to give Dawn access to the Working Papers folders.

In order to give Dawn access to the Financial Statements and Tax Returns folders, you must go back into the Client - Deepwater Diving vault, select each folder, and then using the Share & Manage Access option for the folder, share the Financial Statements and Tax Returns folders with Dawn, but not share the Working Papers folders with Dawn.

Note: For more information about sharing folders using the Share & Manage Access option, see “Sharing Folders” .

The next time Dawn signs in to SmartVault, Dawn will see the Financial Statements and Tax Returns folders in the Client - Deepwater Diving vault, but she still will not see the Working Papers folders, as shown in the following image.

Allows users to view the vault, view all the documents in the root of the vault, download any document in the root of the vault, edit the contents of, or modify the properties of, any document in the root of the vault, upload documents into the root of the vault, send links to any document at the root of the vault, and delete any document stored in the vault.

Allows users to view and send links to the vault, and view and download documents, view document properties, and send links to any document in the root of the vault.

Note: The user does not necessarily have rights to see all of the folders in the vault. To see a folder in the vault, the user must also have Read rights for the folder.

Allows users to edit the contents of, or modify the properties of, any document in the root of the vault or any document in a folder that was created in the vault after the vault was shared with them. Users can also modify the properties of any folder created in the vault after the was shared with them.

– The user can open a document using the SmartVault Drive (or a mapped drive from a Mac, iPad, or smart phone), make changes to the document, and save it back to the root of the vault.

– The user can change the name or description of any document in the root of the vault or in a folder in the vault as long as the folder the document is stored in was created after the vault was shared with them.

Note: If you have QuickBooks company files in the vault, when you share a vault using the Share & Manage Access option, this does not share any QuickBooks company files added to the vault. If you use the Share & Manage Access option to share the vault, you must also go to the QuickBooks company file in the vault and then use the Share & Manage Access option again in order to share the QuickBooks company file so users can attach documents to entries in QuickBooks company files and view the documents attached to entries in QuickBooks company files. For more information about how to share a QuickBooks company file using the Share & Manage Access option, see “Sharing QuickBooks Company Files Using the Share & Manage Access Option” .

	Click to see a short video (requires Internet access)

SmartVault displays a list of current users who have been given access to the vault using the Share & Manage Access option. For example, since SmartVault Administrators automatically have access to every vault in an account, the name of every user in the SmartVault Administrators group will display in the list. If a user is a member of the Vault Managers group for the vault, the name of each user who is a member of the Vault Managers group will also display in the list.

5. If you want to share the vault with an existing user in the account, in the Email Address field, select the name of the user from the drop-down list.

6. If you want to share the vault with a user who is not yet a member of the account, in the License field, select a license type for the user, in the Email Address field, type the email address for the user, and then type the user’s first name and last name in the appropriate field.

Note: For more information about license types, place your cursor over the name of the license type and review the tool tip for the license type or see “Understanding SmartVault Licensing” .

11. If you want the access and notification settings you specified for the user to apply only to the selected vault, under Apply changes to, verify that This folder only is selected and then click Save Settings.

12. If you want the access and notification settings you specified for the user added not only the selected vault, but also to every folder and subfolder in the vault, under Apply changes to select This folder and all subfolders, and then click Save Settings.

13. If you want the access and notifications settings specified for the vault to replace the access and notification settings specified for every folder and subfolder in the vault, under Apply changes to, select This folder and make all subfolder access settings exactly like these, and then click Save Settings.