Understanding SmartVault Licensing

Every SmartVault user has a SmartVault user ID. Your SmartVault user ID is the email address you specified either when you signed up for a SmartVault account or when you accepted an invitation to join a SmartVault account.

By default, the person who signed up for the SmartVault account is associated with a user license. This person can then specify what type of license others users should have when inviting them into their SmartVault account.

Most flexible type of license. Any SmartVault user ID associated with a user license has access to the SmartVault portal, and can use the SmartVault Desktop software, which includes the SmartVault Toolbar, SmartVault Inbox, and SmartVault Drive. Users associated with a user license can be members of any group in the account, including powerful groups like the SmartVault Administrators group or Vault Manager groups.

In addition, based on the access specified, users with a user license can upload, download, and view files in the SmartVault portal, create and delete folders, and grant other users access. Every SmartVault plan comes with a specified number of user licenses, and most plans allow you to add additional user licenses.

Least flexible type of license. Any SmartVault user ID associated with a guest license has access to the SmartVault portal, and based on the permissions specified for their user ID can upload, download, and view documents using the SmartVault portal, but guests cannot use the SmartVault Desktop software, which includes the SmartVault Toolbar, SmartVault Inbox, and SmartVault Drive.

However, they cannot create folders or delete folders or invite other users, clients, or guests to the SmartVault account.

A user associated with a guest license can be a member of any group in the SmartVault account, except for the powerful SmartVault Administrators and Vault Manager groups.

Balance between a user license and a guest license. Any SmartVault user ID associated with a client license has access to the SmartVault portal, and can use the SmartVault Desktop software, which includes the SmartVault Toolbar, SmartVault Inbox, and SmartVault Drive.

A user associated with a client license can be a member of any group in the SmartVault account, except for the powerful SmartVault Administrators or Vault Managers groups.

A user associated with a client license can be granted access to view, upload and delete files in the SmartVault web portal. However, they cannot create folders or invite other users or guests to the account. None of the SmartVault plans include client licenses by default, but you can add client licenses to most plans.

As you think about how you want to use SmartVault, who will be adding and working with documents in your SmartVault account, and who you want to share documents with, consider the following examples, designed to help you understand what type of license would be appropriate for each person you invite into your SmartVault account:

• If the person you are inviting into your account needs to have full control of your account, which includes managing billing, creating vaults, and inviting other users into your account, this user will need to be a member of the SmartVault Administrators group. Associate this user with a user license. Only a user associated with a user license can be a member of the SmartVault Administrators group. For more information about adding users to the SmartVault Administrators group, see “Adding Users to the SmartVault Administrators Group” .

• If the person you are inviting into your account will be responsible for managing one or more vaults in your account, will need to be able to create folders in these vaults, and will need to be able to invite other users into these vaults and folders, this user will need to be a member of the one or more Vault Managers groups. Associate this user with a user license. Only a user associated with a user license can be a member of a Vault Managers group. For more information about adding users to Vault Managers groups, see “Sharing Vaults Using the Manage Group Members Option” .

• If the person you are inviting into your account needs to be able to create or delete folders in a vault, but does not need to be able to invite other users into the vault, this user will need to be a member of the Full Access group, associate this user with a user license.

• If the person you are inviting into your account need to only be able to upload, download, and delete documents in a vault or folder using the SmartVault portal, but does not need to be able to create or delete folders or use the SmartVault Desktop software, associate this user with a guest license.

• If you are an accountant or bookkeeper and the person you are inviting into your account is an employee in your firm, associate this user with a user license.

• If you are an accountant or bookkeeper and the person you are inviting into your account is a client of your firm, will need to be able to use the SmartVault Desktop software, but will not need to be able to create or delete folders or invite other users into your account, associate this user with a client license.

• If the person you are inviting into your account needs to be able to use the SmartVault Toolbar, SmartVault Inbox, or SmartVault Drive, associate this user with either a client license or a user license. Associate this user with a client license if they do not need to be able to create or delete folders or invite other users into the account. Associate this user with a user license if they need to be able to create and delete folders, invite other users into your account, manage vaults in your account, or administer your account.

• If the person you are inviting into your account doesn’t use QuickBooks and only needs to view the documents attached to QuickBooks entries in the SmartVault portal, associate this user with a guest license.

For more information about managing user licenses, see “Managing User Licenses” . For more information about adding additional user licenses to your account, see “Upgrading Your Account” .