Organizing documents is essential to keep them easily accessible and secure. SmartVault allows you to create Vaults and Folders to help you organize your documents in your client portal.
What are Vaults?
Vaults are online containers that act as locked file cabinets for secure online document storage. Once you create a Vault in your SmartVault client portal, you can create Folders and subfolders to further subdivide and organize your documents.
It is recommended to avoid creating more than 150 folders at the root of any Vault or Folder to maintain optimal performance.
What are Folders?
Folders are subcategories within a Vault that help organize the documents stored in SmartVault. You can create Folders and subfolders in a Vault to easily navigate your online document storage.
Default Vault and Folder
When you sign in to SmartVault for the first time, SmartVault displays a default Vault called My First Vault, and a default Folder called My First Folder. You can rename this default Vault and Folder or delete them once you have created your customized Vault and Folder structure.
When to use Vaults and Folders?
Creating Vaults and Folders is ideal for organizing external clients' documents, departments in a company, or clients with a small number of documents. You can create a Vault for each client or group of clients and then create subfolders to store various types of documents. Alternatively, you can create a Vault for each department in your company and then create Folders for different document types.
Note that this method applies to Standard Plan users. If you are a Business Pro or Accounting Pro Plan user, we recommend using the Template feature available in both plans to create and provide access to Vaults. Here are some helpful links if you are on the Business or Accounting Pro Plans:
Creating Vaults and Folders:
Granting Access to Vaults and Folders:
Using Vaults and Folders is an efficient way to organize and navigate through documents stored in SmartVault. Follow the best practices outlined in this article to ensure optimal performance and security.