When you view vaults, folders, and documents using the SmartVault portal and when you view documents in the SmartVault Browser dialog box in the SmartVault Plug-in for Microsoft Outlook, you or other users may see some differences between the list of folders displayed.

In order to see a folder in the SmartVault portal, you need at least Read access to the folder.

However, in order to see a folder displayed in the SmartVault Browser dialog box in the SmartVault Plug-in for Microsoft Outlook, you must have at least Read access to not only the folder itself, but also at least Read access to every parent folder above the folder all the way up to the top-level vault that contains the folder.

For example, assume that Carol Jones has created the set of folders shown in the following image for her client, Debbie’s Boat Storage.

Carol wants one of her tax preparers, Bob Bailey, to be able to see all of the folders under Debbie’s Boat Storage, but she doesn’t want Bob to be able to see any of the other client folders, such as the client folders for Bell’s Beauty Supply or Billy Bob’s Cattle Ranch, in her account.

Carol shares the Debbie’s Boat Storage folder with Bob using a user license. When Bob signs in to the portal, he sees the Debbie’s Boat Storage parent folder, along with all of its subfolders. However, Bob does not see folders for any of Carol’s other clients, such as Bell’s Beauty Supply and Billy Bob’s Cattle Ranch.

The following image shows what Bob sees when he signs in to the SmartVault portal.

You can tell that there are additional folders, such as the Clients folder, above the Debbie’s Boat Storage folder that Bob doesn’t have access to because there is a star (*) icon in the SmartVault portal next to the Debbie’s Boat Storage folder.

This star icon indicates that the portal is showing a virtual folder list, or green list. In other words, it is showing some, but not all, of the folders in Carol’s Client vault hierarchy.

The following image shows a close up of the star icon that indicates that Bob has access to some of the folders in the Clients vault, but does not have access to one or more parent folders above the Debbie’s Boat Storage folder in the Clients vault.

However, when Bob installs the SmartVault Plug-in for Microsoft Outlook and then tries to browse to and select a file or folder in Debbie’s Boat Storage using the SmartVault Browser dialog box in the SmartVault Plug-in for Microsoft Outlook, he sees only the name of Carol’s account, Carol Jones CPA. Bob does not see the Debbie’s Boat Storage folder or any of the subfolders underneath the Debbie’s Boat Storage folder.

The following image shows what Bob sees when he tries to select a file to send a link to using the SmartVault Browser dialog box in the SmartVault Plug-in for Microsoft Outlook.

Bob does not see the Debbie’s Boat Storage folder or any of its subfolders because, in order to see folders in the SmartVault Browser dialog box in the SmartVault Plug-in for Microsoft Outlook, you must have access to not only the folder itself, but also at least Read access to every parent folder above the folder all the way up to the top-level vault that contains the folder. In this example, since Bob doesn’t have at least Read access to the Clients vault, which is the parent folder for Debbie’s Boat Storage, Bob can’t see the Debbie’s Boat Storage folder or any of its subfolders in the SmartVault Browser dialog box in the SmartVault Plug-in for Microsoft Outlook.

In order for Bob to see the Debbie’s Boat Storage folder, Carol must give Bob at least Read access to the Clients vault, as well as at least Read access to any additional parent folders between the Clients vault and the Debbie’s Boat Storage folder. In this example, since the Clients vault is the only parent folder above the Debbie’s Boat Storage folder, once Carol gives Bob at least Read access to the Clients vault, Bob can see the Clients vault, as well as the Debbie’s Boat Storage folder and all of its subfolders in the SmartVault Browser dialog box in the SmartVault Plug-in for Microsoft Outlook.

The following image shows what Bob now sees in the SmartVault Browser dialog box in the SmartVault Plug-in for Microsoft Outlook after Carol has given him Read access to the Clients vault.

Note that Bob sees the Clients vault and the Debbie’s Boat Storage folder, but Bob still does not see any of the other client folders in the Clients vault. This is because Carol gave Bob access to the Clients vault using the Share & Manage Access option, but she did not give him access to any of the other client folders in the vault, such as the Bell’s Beauty Supply folder or the Billy Bob’s Cattle Ranch folder.

If you need to give a user Read access to vaults and parent folders in order for a SmartVault Plug-in for Microsoft Outlook user in your account to see the folders they have access to, you can do this using one of the following sharing options: