Managing Folder Access and Notifications

Account Administrators and Vault Managers can manage client access and permissions to folders, including:

  Important

    • Users can view, upload, delete, and modify all the documents in a shared folder.
    • When a user is granted access to a folder, the permissions are automatically set to match the levels established in the default template.

To share a folder and change permissions, follow these steps:

  1. Sign in to the SmartVault Portal.
  2. Click View Files and Folders in the left sidebar.
  3. Navigate to the folder you want to share, click  Actions Actions_icon.png, and select Properties.
  4. Click the Access and Notifications tab, and then click Edit Access Settings.
  5. Assign the access permissions for the user as needed.
    • If the user is not listed, click Add User to grant access.
    • If this is the first time sharing with the user, select your license type and complete the User Information section.
    • Edit the access permissions in the Access and Notification Settings section.
    • (Optional) Enter a personal message.
    • Click Add. The user is added to the list on the Access and Notifications tab.
    • Select the appropriate check boxes to change the Upload or Download Notifications for the user.
  6. Select one of the options from the Apply Changes to menu.
    • This folder only - Grants access to this folder only. Existing subfolders do not inherit permissions from the parent. However, any subfolders created after the permissions are set, inherit the parent's folder access settings. 
    • This folder and to all subfolders - Grants access to this folder and all existing subfolders. Any new folders created in the future will inherit the parent's access settings.  
  7. Click Save Settings.
  8. Refresh the page to see the folder icon showing the shared folder indicator Shared_folder_indicator.png.
Here's an animated guide illustrating the steps visually. If it appears too small, simply click the Expand icon KB - Expand icon.png in the bottom right corner to enlarge it.
Managing Folder Access and Notifications.gif

Sending an Invitation Link to Guest Users

The easiest way to share a folder with a guest user is to send a link inviting them to access it.

You can grant specific permissions for access to custom folders not included in the template.

To send an invitation link to a user, follow these steps:    

  1. Navigate to the folder you want to share, click Actions Actions_icon.png, and select Properties.
  2. Click the Send Link tab, select Guests from the Filter On menu, and then select a user.
  3. (Optional) Enter a personal message, and then click Send. The user receives an email with the link to access the folder.
Here's an animated guide illustrating the steps visually. If it appears too small, simply click the Expand icon KB - Expand icon.png in the bottom right corner to enlarge it.
Sending Invitation Link to Guest Users.gif

Granting Read Access to Guest Users

  Note

Check our video tutorial for a guide to granting access to outside individuals and entities.

To grant Read access to guests so they can access every folder in the hierarchy, follow these steps:

  1. Navigate to the Vault containing the folder you want to share.
  2. Click Actions Actions_icon.png, and then choose Properties.
  3. Click the Access and Notifications tab, and then click Edit Access Settings.
  4. Navigate to the guest user you want to grant access to and select the checkbox in the Read column.
    AN_-_Read_access.png
  5. Select an option from the Apply Changes to menu.
    • This folder only - Grants access to this folder only. Existing subfolders do not inherit permissions from the parent. However, any subfolders created after the permissions are set, inherit the parent's folder access settings. 
    • This folder and to all subfolders - Grants access to this folder and all existing subfolders. Any new folders created in the future will inherit the parent's access settings. (Not recommended)
  6. Click Save Settings.
  7. Repeat the previous steps for each folder in the hierarchy.

  Note

Guest users can view files in any folder they have "Read" access. You can also share files in our Accounting Pro and Business Pro plans, inviting Lacerte or ProSeries Tax Clients.

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