Understanding the Assign Employees Feature

Overview

The Assign Employees feature gives you more control over which clients your employees can see and manage.

How it works

When Assigned Employees log into SmartVault, they will be able to:

  • Filter and manage the specific clients assigned to them.
  • Have full functionality for their clients' vaults based on their role as a Firm Manager or Firm Employee.
  • Send tax returns, organizers, and financial statements to clients they have access to.
  • Receive notifications only from their subset of clients.

This feature is ideal for a medium or large firm with many clients who want to segregate access to various clients.

Who can be an Assigned Employee?

Any SmartVault user can be an assigned employee. Please refer to the table below to learn what each role can do in SmartVault.

Assigned Employee Roles

Adding an Assigned Employee

  1. Sign in to the SmartVault Portal.
  2. Select Manage Employees.

    ME_-_Left_sidebar.png

  3. Click the + Add Employee button.
    ME_-_Add_employee_button%2B.png

      Note

    The + Add Employee button will appear deactivated if you don't have available licenses in your SmartVault account.

  4. Enter the employee's information and select Assigned Employee.
    ME_-_Add_employee_assigned_employee.png
    Required fields are followed by an asterisk*
  5. Ensure the checkbox for Invite Employee is enabled if you want to invite the employee and click Save.
    ME_-_Add_employee_assigned_employee_save.png

Assigning Employees to Clients

The SmartVault Dashboard lets you give employees access to multiple clients at one time.

  Note

Use this feature with caution as each client assignment generates a separate email notification.

To assign employees to clients:

  1. Sign in to the SmartVault Portal.
  2. Select Client Management.
    CM_-_Left_pane_complete.png
  3. Select the client(s) you want to assign the employee.
  4. Click on the Actions button Actions_icon.png and choose Assign Employees.
    CM_select_clients_to_assign_employees.png
  5. The Assign Employees pop-up modal displays the Currently Assigned Employees for the client and their role. For the Currently Assigned Employees, you can change the role by clicking on it and selecting a new one from the drop-down menu, or remove an assigned employee by clicking on the trash can icon for the employee. 

    CM_-_Assign_employees_to_client_1.png

  6. Click + Add Employee.

    CM_-_Add_employee_button.png

  7. Select the employee(s) you want to assign to the client from the Available Employees section. The selected employee is moved to the Employees to Add section. Select the Role from the drop-down menu and click Save.

    CM_-_Add_employees_modal.png

      Note

    • Select the Firm Manager checkbox to give the employee complete access permissions, including granting read and write access permissions to other employees for these clients. They also can invite clients or guest users. If you do not select the checkbox, the employee has Firm employee permissions, including reading, writing, creating, and deleting access permissions. Firm employees cannot grant access permissions to other users.
    • Firm Managers and Firm Employees are granted access from the Folder Template. See the Managing Folder Templates for help with giving access to them.
  8. The employee is added and assigned to the client(s).
  9. Click Close.

Verifying Assignments

It might take a short time for these changes to apply. Follow these steps to check that the assignments are completed:

  1. From the Portal, select View Files and Folders.
    Files_and_folders.png
  2. Navigate to the client vault, click on its Actions button, and choose Properties.
    FF_-_Vault_properties.png
  3. Click Manage Group Members. Your employees should appear under Firm Managers, Firm Employees, or both.
    FF_-_Vault_properties_manage_group_members.png

Filtering your Assigned Clients

As an administrator or account employee, you can use the My Clients filter to see only those clients you want and need to manage.

Follow these steps to filter your clients:

  1. From the Portal, select Client Management.
    CM_-_Left_pane_complete.png
  2. Click the Filters button, and toggle My Clients only.
    CM_-_Filters_button%2B.png
    CM_-_Filter_my_clients_only.png
  3. The list of clients will refresh, displaying only the clients assigned to you.

      Note

    The My Clients Only checkbox will not be visible for Assigned Employees as they will only see the list of clients assigned to them.

Filtering your Assigned Clients Using the Connected Desktop

As an administrator or account employee, you can use the My Clients filter to see only those clients you want and need to manage.

Follow these steps to filter your clients in the Connected Desktop:

  1. Open the SmartVault Connected Desktop
  2. Select the My Clients tab.
  3. The Client List Pane will refresh, displaying only the clients assigned to you.

      Note

    The My Clients tab will not be visible for Assigned Employees as they will only see the list of clients assigned to them.

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