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

• Sharing folders and changing permissions
• Removing user access to folders
• Setting up notifications to track file uploads and downloads

Sharing a Folder and Changing Permissions

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 , and select Properties.
4. Click the Access and Notifications tab, and then click Edit Access Settings.
5. Assign the user access permissions 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.
   • (Optional) Enable Notifications: Select the appropriate checkboxes in the Notification columns to configure email alerts for the user.
     • Upload Notification: Sends an email whenever a file is uploaded to the folder.
     • Download Notification: Sends an email whenever a file is downloaded from the folder.
       Notifications help administrators track changes in shared folders using notification settings for folder templates.
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.
     

       Note

     The standard permission workflow will change when granting access to a vault with numerous subfolders. You'll be directed to assign access using Vault Group Roles instead of individual folder permissions. Check the steps for Large Vault Permission Management.

7. Click Save Settings.
8. Refresh the page to see the folder icon showing the shared folder indicator .

Here's an animated guide illustrating the steps visually. If it appears too small, simply click the Expand icon  in the bottom right corner to enlarge it.

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 , 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  in the bottom right corner to enlarge it.

Granting Read Access to Guest Users

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 , 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.
   
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)

       Note

     The standard permission workflow will change when granting access to a vault with numerous subfolders. You'll be directed to assign access using Vault Group Roles instead of individual folder permissions. Check the steps for Large Vault Permission Management.

6. Click Save Settings.
7. Repeat the previous steps for each folder in the hierarchy.

Large Vault Permission Management

When managing permissions for vaults with many subfolders, a simplified workflow is triggered to improve performance and user experience.

1. When prompted with the message about too many subfolders, the Access and Notifications grid will refresh, allowing you to grant access to a Vault Group (Vault Manager, Vault Full Access, Vault Read Only). 
   
2. Select the checkboxes for the appropriate Vault Group role.
   

     Tip

   Hover over the info icon next to each Vault Group role to learn more about its specific permissions.

3. Click Save Settings.