Managing Your Folder Templates

SmartVault builds your Folder Template structure automatically when you add Clients and Engagements, such as Accounting Services, Payroll, or project engagements. You can also customize your folder template structure. You can:

Recommendation

While SmartVault provides flexibility in managing your Folder Templates, customizations can sometimes be complex. If you need to customize the structure of your Folder Templates, please contact our Support Team for guidance and assistance. We're here to make sure everything runs smoothly for you.

Editing Folder Templates

To add a subfolder or change the folder template names:

  1. Sign in to SmartVault.
  2. Click your initials at the top of the screen and click Settings.

    Sample initials and setting menu. See information above

  3. Go to Account Settings>Manage Account and click Manage Folder Templates.
  4. Click View and edit templates in the actions bar and go to the template folder you want to edit.
    • You can also click View and edit templates next to a specific folder template to edit that template directly. Edit templates page image. See information above
  5. Click Configure node next to the folder.
    • Select New folder to create a subfolder within the original folder called New Folder.
    • Click Edit Folder or double-click a folder name to rename it.

      configure Folder structure edit menu image

  6. Click Save changes on the template page.
  7. Click Save changes again on the edit template page.
  8. In What is this change?, enter a description of the changes you made (required).
    • To apply the changes immediately, select Apply now -- you will receive an email notification when this operation completes, then click OK to save your changes.
    • To continue editing the folder templates, click OK without selecting the apply now option.
  9. Click OK to save your changes.
  10. Click Apply template to confirm any changes you made.

Deleting Folder Templates

You can delete folders without contents from your client vaults.

To remove a folder template from your folder structure:

  1. Sign in to SmartVault.
  2. Click your initials at the top of the screen and click Settings.

    Sample initials and setting menu. See information above

  3. Go to Account Settings>Manage Account and click Manage Folder Templates.
  4. Click View and edit templates in the actions bar and go to the template folder you want to edit.
    • You can also click View and edit templates next to a specific folder template to edit that template directly. Edit templates page image. See information above
  5. Click Configure node next to the folder you want to delete and select Remove folder.

    Folder structure edit menu image. See information above

  6. Click OK to delete the folder.
  7. Click Save changes on the template page.
  8. In What is this change?, enter a description of the changes you made (required).
    • To apply the changes immediately, select Apply now -- you will receive an email notification when this operation completes, then click OK to save your changes.
    • To continue editing the folder templates, click OK without selecting the apply now option.
  9. Click OK to save your changes.
  10. Click Apply template to confirm any changes you made.

Merging Folder Templates

  Important Disclaimers Before Merging

    • Subfolder Merge Limitation: If you merge a folder into another folder, it won't merge any subfolders. To preserve subfolder contents, you must individually merge them into the desired location before merging the parent folder.
    • Step-by-Step Process: You should merge folders one step at a time. After each merge operation, wait for an email confirmation from SmartVault before proceeding to the next merge. This method ensures that each step is completed successfully and prevents data loss.

Example for Clarity:
Suppose you have a folder named "Originals" containing subfolders such as "Addressed Docs" and "Pending." In that case, each subfolder must be merged individually into the desired destination before merging the "Originals" folder itself.
Settings - Folder Templates Merge.png

    1. Merge "Pending" into "Internal Docs". Save, apply, and wait for the confirmation email.
    2. Following confirmation, merge "Addressed Docs" into "Internal Docs" similarly.
    3. Lastly, merge "Originals" into "Internal Docs" and wait for the confirmation email again before proceeding with other operations.

To add the contents of another folder to a folder:

  1. Sign in to SmartVault.
  2. Click your initials at the top of the screen and click Settings.

    Sample initials and setting menu. See information above

  3. Go to Account Settings>Manage Account and click Manage Folder Templates.
  4. Click View and edit templates in the toolbar and go to the engagement template you want to edit.
    • You can also click View and edit templates in a specific folder template to edit that template directly. new image image14.png
  5. Click Configure node next to the folder you want to contain another folder’s contents and select Edit folder.

    Edit folder structure menu image. See information above

  6. In the Actions bar, click Merge with another folder .

    Actions bar image. See information above

  7. In Pick a target, select the folder you want to merge with the folder template you're editing and click OK.

    Pick a targtet menu image. See information above

  8. Click Save changes .
  9. Click Save changes again on the template page.
  10. In What is this change?, enter a description of the changes you made (required).
    • To apply the changes immediately, select Apply now -- you will receive an email notification when this operation completes then click OK to save your changes.
    • To continue editing the folder templates, click OK without selecting the apply now option.
  11. Click OK to save your changes.
  12. The folder template you selected is deleted. The edited folder template contains the contents of the deleted folder template.
  13. Click Apply template to confirm any changes you made.

Changing Folder Template Permissions

Control which user groups have access to a folder template and assign their access level to view, modify, and create engagements when using Folder Templates.

To change a folder's permissions and share a folder template:

  1. Sign in to SmartVault.
  2. Click your initials at the top of the screen and click Settings.

    Sample initials and settings menu. See information above

  3. Go to Account Settings>Manage Account and click Manage Folder Templates.
  4. Click View and edit templates in the toolbar and go to the engagement template you want to edit.
    • You can also click View and edit templates in a specific folder template to edit that template directly. new image image14.png
  5. Click Configure node next to the folder and select Edit folder.

    Configure node menu image. See information above

  6. Go to Access and add or select the groups who can access this folder and choose the access level each group should get. Important: User groups need at least Read permission on the root of the shared folder template to access the engagement.
    • Click Add Group to add a new group, then use the drop-down arrow to select a user group.
    • Select or deselect the checkboxes to add or remove additional permissions to a group:
      • Read—Allow users to view the contents of a folder and view or download any file in the folder.
      • Write—Allow users to edit the contents of, or modify the properties of, any existing file in the folder.
      • Create—Allow users to create new files or subfolders in the folder. Note: Guests and clients cannot create subfolders even if you grant them Create access.
      • Delete—Allow users to delete the folder or any file in the folder. Note: Guests and clients cannot delete folders even if you grant them Delete access.
      • View Access—Allow users to view what other users have access to a folder (view the access control list for a folder).
      • Change Access—Allow users to change access control permissions on a folder for themselves and others (edit the access control list for a folder).
      • Full—Give users all access control permission on a folder. Note You can hover over permission levels (i.e., Read, Write, Create, Delete, View Access, Change Access, Full) to see a description.
  7. Click Save changes .
  8. Click Save changes again on the template page.
  9. In What is this change?, enter a description of the changes you made (required).
    • To apply the changes immediately, select Apply now -- you will receive an email notification when this operation completes, then click OK to save your changes.
    • To continue editing the folder templates, click OK without selecting the apply now option.
  10. Click OK to save your changes.
  11. The assigned group(s) can now access the shared folder template when creating that engagement.

      Note

    If clients or guests have access to a folder, the folder will show an icon with two blue heads inside a folder .

  12. Click Apply template to confirm any changes you made.

Adding Folder Notifications

To add or change upload and download notification settings for user groups in a folder:

  1. Sign in to SmartVault.
  2. Click your initials at the top of the screen and click Settings.

    Sample initials and setting menu. See information above

  3. Go to Account Settings>Manage Account and click Manage Folder Templates.
  4. Click View and edit templates in the toolbar and go to the engagement template you want to edit.
    • You can also click View and edit templates in a specific folder template to edit that template directly.

      Edit templates page image. See information above

  5. Click Configure node next to the folder you want to change and select Edit folder.

    Configure node menu image. See information above

  6. Go to Notifications, click Add ,then use the drop-down arrow to select a user group to receive notifications.

    Notification section image. See information above

  7. Select the notifications the group will receive (Upload, Download, or All).
  8. Click Save changes .
  9. Click Save changes again on the template page.
  10. In What is this change?, enter a description of the changes you made (required), select Apply now -- you will receive an email notification when this operation completes(optional), then click OK to save your changes.
  11. In What is this change?, enter a description of the changes you made (required).
    • To apply the changes immediately, select Apply now -- you will receive an email notification when this operation completes, then click OK to save your changes.
    • To continue editing the folder templates, click OK without selecting the apply now option.
  12. Click OK to save your changes.
  13. Click Apply template to confirm any changes you made.
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