Entities play a vital role in organizing documents, assigning permissions, and ensuring that a vault is structured efficiently. This feature is available depending on your package and the permissions assigned to your role. Here’s how you can manage entities in the system.

What is an Entity?

Entities are used to organize documents and help you manage permissions for different parts of your vault. Depending on your package and user permissions, you can create and manage these entities to structure your vault in a more organized and efficient way. To learn more go to our entity guide.

Who Can Manage Entities?

Entities can be managed (Create  / Delete) by the following roles:

• Primary Owner: Full access to all entity settings.
• Co-Owners: Full access to all entity settings.
• Full Access Collaborators: Full access to all entity settings .
• Administrative Users: With the proper permissions, administrative users can also manage entities.

Accessing and Managing Entities

To manage your entities, follow these steps:

1. Go to Account Settings:
   Click on your name in the top-right corner of the screen and select Account Settings.

2. Navigate to the Entities Section:
   In Account Settings, locate the Entities tab. In the Entities section, you’ll be able to see how many entities are available to you based on your vault package and a list of all created entities types. Each entity will show a summary of the total files assigned to it, allowing you to easily track how many documents are associated with each entity. You can use the color coding for each entity to help you quickly identify them and differentiate between other entities at a glance. 

3. Add a New Entity:
   If you have the appropriate permissions, you can add a new entity by clicking on Add Entity in the Entities section.

Accessing using the Entity Filter

You can quickly access the entity management page directly from the All Documents section. This feature helps you filter and manage documents assigned to specific entities with ease. Here’s how to do it. Start by going to the All Documents section within a vault.

1. Click on the "Filter by Entity" Option:
   On the left side of the documents page, you’ll see the Filter by Entity option. Clicking this will open a side panel on the right side of your screen. In the side panel, you will see a list of all entities currently created in your vault. The entities will be listed with their names.

2. Click the gear icon above the Search bar, This will give you access to the entity’s management settings, where you can:
   

   • Edit: Modify the name or details of the entity.
   • View Documents: Access a list of all documents assigned to that entity.
   • Assign New Documents: Add more files to the entity as needed.
   • Remove Documents: Unassign any files that no longer need to be linked to the entity.

Vault Package and Entity Limitations

The number of entities you can manage depends on the vault package assigned to your account:

• By default, vaults have 1 entity.
• Additional entities may be available based on your vault package or the vault provider.

Best Practices for Setting Up Entities

We highly recommend setting up entities before uploading any documents to a vault. Entities help you stay organized, streamline permissions for collaborators, and enable dynamic visualization of documents. By defining entities early, you can avoid confusion and ensure that your vault is structured correctly from the start.