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Home > SmartVault Portal > SmartVault Portal How-To Guides > Share a Folder Using View Access and Notifications

Share a Folder Using View Access and Notifications

Overview

Sharing folders means granting access to users with whom you want to securely share files. Sharing is done in the SmartVault client portal. You can share any or all folders that makes sense for your workflow. 

 

We recommend reviewing the Learn More about Share and Mange Access Permissions topic before reading on.

Steps

Give a user the ability to view, upload, delete and modify documents in a specific folder(s)

  1. Sign in to the SmartVault client portal.
  2. In the Advanced view, in the left tree pane, expand the vault (file cabinet icon) and select the folder.
  3. In the right task pane under Folder Tasks, click View Access and Notification Settings.

    CP_Share_A_Folder_View_Access_Folder_Task.png

     
  4. The View Access and Notification Settings overlay box opens; click Edit.

    CP_Share_A_Folder_View_Access_Edit_Button.png

     
  5. Click Add User.

    CP_Share_A_Folder_Add_User_Highlight.png

     
  6. If this is the first time sharing with the user, select your license type and complete the form. 
  7. Review the permissions in the Access and Notification settings and select the boxes as desired.
  8. Enter a personal message. (optional)
  9. Click Add.

    2014_Jan_AddUserinPortal.PNG
     
  10. Back on the Share and Manage Access screen, select one of the "Apply Changes to" options from the pull down box and click Save Settings.

  • This folder only will give access to only this folder. Pre-existing sub folders (at the time when the permission was set) do not inherit permissions from the parent. However, any sub-folders created after the permissions were set do inherit the parent's folder access settings. If you want to address this, edit the View and Access Notification Settings of the new folder and remove the inherited permissions.

  • This folder and all subfolders will give access to this folder and all of the sub folders that already exist. Any new folders created in the future will inherit the parent's access settings.  

    • Note: When you remove access at the parent level, users with access can still view the sub folders in the SmartVault Portal (indicated with a gold star) but cannot browse the folder hierarchy in the SmartVault Drive or Portal.

  • This folder and make all subfolder access settings exactly like these will remove all access settings of every folder below in the hierarchy and replace them with the settings from this window. 

    • Note: This option should not be used except in special circumstances. Carefully read the warning message you receive, this step is not reversible. Customer Support or our engineering team will not be able to assist in resetting the lost permissions.

Considerations

Important Note - Please review
  • If you want the access and notification settings you specified for the user to apply only to the selected folder, under Apply changes to verify that This folder only is selected and then click Save Settings.

  • If you want the access and notification settings you specified for the user added not only the selected folder, but also to every folder and subfolder in the vault, under Apply changes to, select This folder and all subfolders, and then click Save Settings.

  • If you want the access and notifications settings specified for the folder to replace the access and notification settings specified for every folder and subfolder in the vault, under Apply changes to, select This folder and make all subfolder access settings exactly like these, and then click Save Settings.

 

 

 

This method is NOT for use with Tax Plan users. As a Tax Plan user, you create and provide access to vaults by inviting your employees and your tax clients. Instead, see:

Creating Vaults and Folders:

Import Clients from Lacerte or ProSeries

Import Files from Intuit DMS

Granting Access to Vaults and Folders:

Inviting a Tax Client

Inviting an Employee

Visit SmartVault University for help with setting up your account as a tax professional.

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Last modified
13:56, 2 May 2017

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