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Understanding Vaults and Folders

Overview

Vaults and folders help you organize the documents you store in your SmartVault Portal.
vault is a secure online container, like a locked online file cabinet, that you can use for secure online document storage.
Vaults contain folders. Once you create a vault, you can create folders and subfolders in the vault to help you further subdivide and organize your documents.
Note: Do not create more than 150 folders at the root of any vault or folder to maintain performance. When creating a folder structure, try to stick with the main tenets of the examples below.
Vault > Client Folder > <Year> <Subfolders relative to that year's data>  

 
Feature

You create vaults to help you subdivide and organize documents stored in SmartVault. Once you create a vault in your SmartVault client portal, you can create folders and subfolders in the vault to help you organize your online document storage in the vault.

 

Note: When you first sign in to SmartVault, SmartVault displays a default vault called My First Vault, and a default folder called My First Folder. You can rename this default vault and folder or delete the default vault and folder after you have created your own customized vault and folder structure.

When to use this feature?

Create a vault for all of your external clients and then create subfolders for each client or group of clients, or if you have a small number of clients, (under 100 is our best practice recommendation) you can create a vault for each of your clients, and then create folders for the various type of documents each client will store. You can also create a vault for each department in your company, and then create folders for the various types of documents each department will store.

Considerations

 

This method is NOT for use with Tax Plan users. As a Tax Plan user, you create and provide access to vaults using the Template feature in the Tax plans. Here are some helpful links if you are on one of the SmartVault tax plans.

Granting Access to Vaults and Folders:

Inviting a Tax Client

Inviting an Employee


See the Getting Started Guide for Lacerte and ProSeries for help with setting up your account as a tax professional.

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