Managing Folder Templates

Overview

You use folder templates to create the folder structures in your account. You can also set up folder rules for actions such as adding a client, creating a new engagement, or adding an employee. Finally, you can specify multiple years in your time bound engagements, like TY2018-TY2019, or Tax Year 2018-2019. 

Editing a Folder Template

1. Sign in to the SmartVault Portal.
2. Click the Manage Folder Templates icon.

3. Click the View and edit templates icon for the template you want to edit.

4. Edit the template as necessary.

Note: When you edit the template, it displays all of the folders that SmartVault uses when you create this particular 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 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, 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 enable checkboxes to set what the group can access. 

4. Click the Save changes icon.

5. Click the Save changes icon on the template page.
6. Enter a description for the change you made and click OK.

Sharing a Folder Template

1. To share a folder template, click the gear icon next to the folder you want to share and select Edit folder.

2. Edit the permissions as necessary. Click the + icon to add a group, and enable checkboxes to set what the group can access. 

4. Click the Save changes icon.

5. Click the Save changes icon on the template page.
6. Enter a description for the change and click OK.

Shared_folder_template_description_.png

7. The assigned group(s) can now access the shared template folder when you create this particular 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 the Manage Folder Templates icon.

3. Click the View and edit templates icon for the template you want to edit.

4. Click the arrow next to the template you want to create a multi-year engagement for and select TYyyyy-TYyyyy. 

5. Click the Save changes icon. 

 

 

 

 

 

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