Best Practices for Vault and Folder Structures in SmartVault

When creating your vault and folder structure in SmartVault, take a moment to consider how many vaults and folders you'll need. Will you start with a few documents and gradually grow your structure? Or will you have a large number of documents and require a sophisticated folder structure to manage them effectively?

SmartVault is an excellent tool for securely storing and managing both large and small numbers of documents. Here are some best practices to remember when creating your vault and folder structure to make the most of it.

Best Practices

To start building your SmartVault vault and folder structure slowly and organically, begin with at least two vaults and a handful of folders. As you add documents to SmartVault and share them with other users, continue to expand your structure as needed. 

  • If you want to quickly move an existing file and folder structure into SmartVault, create the vaults you'll use to store your documents and then copy your existing folders and files into SmartVault. 
  • If you're creating a new file and folder structure for documents stored in SmartVault, build out the structure on your local computer and then use the SmartVault Drive to upload it into SmartVault. 
  • For consistent vault and folder structure across clients or projects, consider creating template vault and folder structures. When you bring a new client on board or start a new project, you can quickly build out the structure you need by copying your template and pasting it into a new location in SmartVault. 
  • If you use QuickBooks or Reckon Accounts, create your vault and folder structure based on whether the QuickBooks/Reckon company files will be shared between users at an accounting or bookkeeping service firm and QuickBooks users in the client company. 

Additional Tips for Creating an Efficient Vault and Folder Structure

Remember that your account representative is the best person to help you create an efficient vault and folder structure. Feel free to contact them by email or phone.

Tax and Accounting plan users may have different options for creating folder templates and managing access. Instead of following the general methods outlined in this article, consider these tips:

Creating Vaults and Folders:

Granting Access to Vaults and Folders:

Was this article helpful?
0 out of 5 found this helpful