In SmartVault, you have two unique vaults—Public Documents and Internal Documents—that can help streamline your file-sharing workflows. By understanding how each vault works, you can securely and efficiently share information with the right groups.

• Public Documents Vault: Automatically shared with all users in your SmartVault account—ideal for announcements, notices, or files you want everyone to access.
• Internal Documents Vault: Automatically shared with internal team members (e.g., administrators and employees)—helpful for documents meant only for your staff.

Using the "Public Documents" Vault

If you need to share a file with every user in your account at once (e.g., a letter, important notice, or universal form), place it in the Public Documents vault.

Here’s a recommended workflow:

1. Open the Connected Desktop and switch to Files view.
   
2. Open the Firm container and click Public Documents.
   
   

     Tip

   You can create subfolders by right-clicking and choosing New Folder, just like you would on your desktop.

3. Drag and drop the file(s) you want to share into this vault.
   
4. (Optional) Notify all your users:
   • Right-click the uploaded file, then select Send to > Send Link To.
   • Click Select All to include everyone in your account, or pick specific groups/users.
   • Add a personal message if you’d like, then click Send.
     

Every user in your SmartVault account automatically gains access to this file. If you send notifications, they will also receive an email with a link to the document.

Using the "Internal Documents" Vault

The Internal Documents vault is automatically shared with all internal users—administrators, employees, and other team members. This vault is perfect for internal policies, team-wide updates, or confidential files you don’t want external clients to see.

1. Open the Connected Desktop and switch to Files view.
2. Open the Firm container and click Internal Documents.
   
3. Add or create folders if needed, then drag and drop your files.
   
4. (Optional) Notify your team:
   • Right-click the file, choose Send Link To, and select the internal users you want to notify.

Only those who are classified as “internal” in your account settings can view files in this vault. External or guest users do not have access.

Creating an "Admin Only" Vault

If you want a vault that’s accessible only to administrators, create a new vault in the Firm container (or your main account container). By default, newly created vaults are shared only with Admin-level users—you can invite or remove other members as needed. This ensures that sensitive or high-level documents remain private.

Best Practices

1. Label clearly: Use descriptive names for folders to make it easy for users to find what they need.
2. Limit clutter: Keep file structures organized; archive or delete old files when no longer needed.
3. Review access regularly: Confirm who can access your Public and Internal Documents vaults, especially if team members change roles.