If you plan to create several hundred or several thousand folders in the SmartVault Classic plans (Basic, Team, or Pro), we recommend you do not put more than 150 folders in a vault. If you put more than 150 folders in a vault, displaying the list of folders and scrolling through the list of folders may take longer than you would like.
We have enhanced the performance in our tax product, SmartVault for Intuit® Lacerte® and SmartVault for Intuit® ProSeries®, and the information in this article does not apply to the tax plan or the tax product.
Instead, consider logically grouping large numbers of folders across a few vaults.
For example, you may want to create alphabetical groupings, similar to the ones you might find in a physical file cabinet. In this scenario, if you have hundreds of clients and you want to create one or more folders for each client, consider the following vault and folder structure:
Clients A - D (vault)
Clients E - L (vault)
Clients M - R (vault)
Clients S - Z (vault)
QuickBooks Client (vault)
You may need to break out one letter of the alphabet to store a more significant number of client files. For example, if you work in Alaska, many of your clients' business names may begin with A. In this case, you may have a Vault just for Clients whose business name begins with A, then B-D, and so on.
Some of our customers create Vaults for states, zip codes, street addresses (for property management), or even one letter per vault, i.e., A Vault, B Vault.
Your goal is to build a flatter structure than what you are used to creating in Windows. Because of advances in search engines, there is no longer a need to create deep structures. For your clients, who will not see the tree or folder hierarchy, there is even less need to create folders that only contain other folders.