When you create the vault and folder structure you want to use to store your documents in SmartVault, take a few minutes to consider the total number of vaults and folders you plan to create in SmartVault as how you want to build out your vault and folder structure.
For example, do you plan to start with only a small number of documents and build out your vault and folder structure organically? Or do you plan to store a large number of documents in SmartVault (hundreds or thousands of documents) and use a sophisticated folder structure (hundreds or thousands of folders) to help you subdivide and manage your documents?
SmartVault works well for users who want to securely store and manage large numbers and small numbers of documents. However, as you think about the vault and folder structure that will work best for you, consider the following best practices related to creating vault and folder structures in SmartVault.
If you want to start small and build out your SmartVault vault and folder structure slowly and organically, create at least two vaults and a handful of folders to start. Then begin adding your documents to SmartVault and sharing your documents with other users. For more information, see “Best Practice: Create a Couple of Vaults and Folders to Start.”
- If you have an existing file and folder structure, you want to quickly move into SmartVault, create the vaults you wish to use to store your documents in, and then copy your existing folders and files into SmartVault. For more information, see “Best Practice: Create Vaults First, Then Copy Your Existing Folders and Files Into the Vaults.”
- If you want to create a new file and folder structure for documents stored in SmartVault, quickly build out the new vault and folder structure you wish to use on your local computer, and then use the SmartVault Drive to upload your new structure into SmartVault. For more information, see “Best Practice: Create New Vault and Folder Structures On Your Local Computer First.”
- If you want to use a consistent vault and folder structure across clients or projects, consider creating one or more template vault and folder structures. Then, when you bring a new client on board or create a new project, you can quickly build out the vault and folder structure you need by copying your template vault and folder structure and then pasting it into a new location in SmartVault. For more information, see “Best Practice: Create Vault and Folder Templates.”
- If you use QuickBooks or Reckon Accounts, consider creating your vault and folder structure based on whether the QuickBooks / Reckon company files will be shared between those users at an accounting or bookkeeping service firm and QuickBooks users in the client company. For more information, see “Best Practice (Reckon and QuickBooks Users): Vault Structure for Sharing Company Files.”
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 by phone.
Although the methods documented in this article apply to any SmartVault user in some cases, Tax and Accounting plan users create folder templates and manage access through those templates. Instead, see:
Creating Vaults and Folders:
Granting Access to Vaults and Folders: