The best practice is to use a standardized folder structure for your clients whenever you can. This makes the organization of your data much more user friendly for both your employees and your clients. You can always make exceptions for those clients that need an extra folder or two to meet specific needs.
Using the SmartVault Drive, you can create vault and folder templates using Windows Explorer or Mac Finder. Create a Template vault at the root of your account where you can store your template folders. Then copy your folder templates into SmartVault using the SmartVault Drive.
Each time you need to use a vault or folder template, you can use the SmartVault Drive to quickly build new vaults and folders by copying and pasting your template structure.
To start with, we suggest identifying the various folder needs you have. Maybe you are an end-user business who wants to use SmartVault for their document storage or a bookkeeper/accountant who provides services for multiple clients.
We've provided examples below to help you get started.
You may have multiple folder structures that you want to utilize for your bookkeeping clients, depending on the need. For example, a folder structure for tax clients, a general folder structure for non-client related documents, and a monthly folder structure that you can copy and paste under a variety of folders.
Here is an example of the Templates vault at the root of the account with various templates you can use.
General Folder Template
Monthly Folder Template