SmartVault's access system uses different user roles to maintain security while enabling collaboration. The Administrator role provides the highest level of access across your entire account, with employees requiring Administrator status for certain account-wide functions.
Important Notes about Administrators
- Users must first be members of the Employee group before becoming Administrators.
- Guest users, tax clients, and Seasonal Workers cannot be elevated to Administrator status.
Role Comparison
Administrators have all Employee abilities plus additional account-wide permissions. The Firm Manager role serves as a middle ground, providing extended permissions but only for specific client vaults.
| SmartVault Role | Abilities |
|---|---|
| Administrator Only |
|
| Administrator or the Firm Manager* on a vault |
|
| All Employees |
|
* Firm Manager is a vault-level group in which you can place your employees for specific client vaults. If you add an employee as a Firm Manager on a particular vault, that employee will only have the abilities listed in the table for that client vault. This allows you to grant additional permissions without providing full Administrator access to your entire account.
Important
The permissions shown in the table above reflect default settings. If you've modified group access settings in your folder templates, the actual permissions may vary from what's shown here.
Setting Up User Roles
To adjust the user access:
Key Considerations
- Vault-Specific Management: Assign an employee as the Firm Manager on a specific vault by adding them to that client.
- Customizable Permissions: Default settings can be modified - your folder template settings may affect the specific permissions for each group.
- Security Best Practices: Only grant Administrator access to employees who genuinely need comprehensive account control.
Remember that carefully managing access levels helps maintain document security while allowing your team to work efficiently with the information they need.