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Vault and Folder Structures - Best Practices

 

 

Overview

When you create the vault and folder structure you want to use to store your documents in SmartVault, take a few minutes to consider the total number of vaults and folders you plan to create in SmartVault, as well as how you want to build out your vault and folder structure.
 
For example, do you plan to start with only a small number of documents, and build out your vault and folder structure organically? Or do you plan to store a large number of documents in SmartVault (hundreds or thousands of documents) and use a sophisticated folder structure (hundreds or thousands of folders) to help you subdivide and manage your documents?
 
SmartVault works well for users who want to securely store and manage both large numbers and small numbers of documents. However, as you think about the vault and folder structure that will work best for you, consider the following best practices related to creating vault and folder structures in SmartVault:

Best Practices

If you want to start small and build out your SmartVault vault and folder structure slowly and organically, create at least two vaults and a handful of folders to start. Then start adding your documents to SmartVault and sharing your documents with other users. For more information, see “Best Practice: Create a Couple of Vaults and Folders to Start”.

 

Considerations

Your account representative is the best person to help you create an efficient Vault and folder structure. Feel free to contact them by email or by phone.

Although the methods documented in this article are applicable to any SmartVault user in certain cases, Tax and Accounting plan users create folder templates and manage access through those templates. Instead, see:

 

Creating Vaults and Folders:

Import Clients from Lacerte or ProSeries (Tax only)

Import Files from Intuit DMS (Tax only)

 

Granting Access to Vaults and Folders:

Inviting a Client (Tax and Accounting)

Inviting an Employee (Tax and Accounting)

 

Understanding the SmartVault Default Folder Structure and Permissions for Tax Customers

 

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REMOVED, not relevant anymore

If you need to use several hundred or several thousand folders to help you organize your documents, try not to create more than 300 folders in a vault. Placing more than 300 folders in a vault can make browsing and navigating through folders inefficient. For more information, see “Best Practice: Try Not to Create More Than 300 Folders in a Vault” .
Posted 12:29, 13 Oct 2014
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12:53, 1 May 2017

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