Managing Folder Templates

Overview

Folder templates allow you to create folder structures in your account and manage them based on the type of engagement.

  • Time-bound Engagement is folder structures that need to be replicated annually, quarterly, or monthly. Accounting Services, Financial Services, General Annual, Payroll, Sales Tax, Tax Engagement, and Wealth Management are all time-bound engagements.
  • Non-time-bound Engagement is folder structures that are not time-sensitive. The Project engagement is the only non-time-bound engagement, but you can create many project templates for each non-time-sensitive folder structure that you need.

Editing a Folder Template

  1. Sign in to the SmartVault Portal.
  2. Click on your initials at the top of the screen, and click Settings.
    Settings_option.png
  3. Under Manage Account, click Manage Folder Templates.
    Settings_-_Manage_Folder_Templates.png
  4. Click the View and edit templates icon (pencil icon) for the template you want to edit.
    Settings_-_Manage_Folder_Templates_edit_icon.png
  5. Click the gear icon and select Edit folder to edit the current folder structure or New folder to add a new folder. 

      Note

    When you edit the template, it displays all of the folders that SmartVault uses when creating this type of engagement.

Adding a Folder and Editing the Name

  1. To add a folder, click the gear icon next to the folder and select New folder. This action creates a new folder underneath the original folder labeled New Folder. 
  2. Click the name to edit it.
  3. Click the Save changes icon. 

Changing a Folder's Permissions

  1. To change a folder's permissions and share a folder template, click the gear icon next to the folder and select Edit folder.
  2. Set the groups who can access this folder and the level of access each group should receive. Click the + icon to add a group, and/or click the checkboxes to grant additional permissions to a group on the folder.” 

      Note

    You can hover over any of the permission headers (i.e., Read, Write, Create, Delete, View Access, Change Access, Full) to see a brief description.

  3. Click the Save changes icon.
  4. Click the Save changes icon on the template page.
  5. The assigned group(s) can now access the shared template folder when creating this type of engagement.

      Note

    If the number of users in the Client and Guest groups is greater than zero, then the folder icon in the Client's vault updates showing the shared folder indicator .

Deleting a Folder

  1. To delete a folder, click the gear icon next to the folder and select Remove folder.
  2. Click OK to delete the folder.
  3. Click the Save changes icon. 

  Note

Only folders without contents are affected by this Delete option.

Creating Multi-Year Engagement Templates

You can specify multiple years in your time-bound engagement, like TY2018-TY2019 or Tax Year 2018-2019. 

  1. Sign in to the SmartVault Portal.
  2. Click on your initials at the top of the screen, and click Settings.
    Settings_option.png
  3. Under Manage Account, click Manage Folder Templates.
  4. Click the View and edit templates icon for the template you want to edit.
  5. Click the arrow next to the template you want to create a multi-year engagement for and select TYyyyy-TYyyyy. 
    Settings_-_folder_templates_structure.png
  6. Click the Save changes icon. 

Adding Notifications to the Folder

  1. To add notifications to the folder, click the gear icon next to the folder and select Edit folder.
    Settings_-_Edit_folder_structure.png
  2. Click + under Notifications to add a notification.
    Settings_-_Folder_template_add_notifications.png
    Settings_-_Folder_template_groups.png
  3. Use the menu to select the group who should receive the notification and whether they should upload or download notifications, or both.
  4. Click the Save changes icon. 
    Settings_-_save_changes.png

Routing Documents to the Folder

When printing specific documents to a client vault from either Lacerte, ProSeries, or the Auto-Filer tool, you can specify which types of documents go into which folder by modifying the engagement’s folder template.

  1. To route documents to the folder, click the gear icon next to the folder and select Edit folder.
    Settings_-_Edit_folder_structure.png
  2. Click + under Documents stored in this folder to add a document. 
    Settings_-_folder_template_%2B_docs_to_this_folder.png
  3. Click + to add a new folder row, and click the menu to select the document type. 
    Settings_-_folder_templatge_docs_stored_in_this_folder.png

Merging a Folder with Another Folder

  1. To merge a folder with another folder, click the gear icon next to the folder you want to merge with another folder and select Edit folder.
    Settings_-_Edit_folder_structure.png
  2. Click the Merge with another folder icon.
    Setting_-_folder_template_merge_with_another_folder.png
  3. Select the folder you want to merge with this one, and click OK. 
    Settings_-_folder_template_pick_a_target.png

  Information

To learn how to use Project Templates, visit Creating and Using a Project Engagement.

Was this article helpful?
1 out of 14 found this helpful
...