In a vault, depending on the tier, role, and access level, users/clients usually have access to two basic folder structures: open folder taxonomy and closed folder taxonomy, and each folder structure has different folder types which are identified by Badges. The taxonomy your organization chooses is largely based on its internal security protocols and workflows. Let's learn in detail about all.
Folder Types
Closed Folder Taxonomy
In a closed taxonomy, there is a predefined Level 1 (Category) folder level and a Level 2 (Sub-categories) folder level that cannot be created, deleted, or modified by the end user. Users cannot move, delete or save documents in these Level 1 and 2 folders. However, the end user can do such actions from the Level 3 sub-folder and below.
Sponsor Folder
These are the custom folder structures defined by the company that allows the exchange of documents between:
1. In Multi-Tier:
- Head Office User (Owner) and Administrative User's Personal Vault
- Head Office User (Owner) and End Client Vault Holder
- Administrative/Representative user (Owner) and End Client Vault Holder
2. In Double-Tier:
- Administrative/Representative user (Owner) and End Client Vault Holder
This type of folder can be identified with the following properties:
1. Will have a distinct color,
2. A logo in the folder icon, and
2. They are owned and managed by the administrative users of the portal.
Private Folders
For Double-Tier:
Advisors and Professional Vault users can now request to enable access to a Private Folders section inside the Client Vault that the client cannot view or access. This area can be used to store internal notes for each client that the respective client cannot access. Private Folders are an effective way to manage a secure single source of truth for all client-related documentation. This feature is not available for Multi-Tier users yet.
For Multi-Tier:
Head Office Users can enable access to a Private Folders section inside the Advisor Vault that the Advisor cannot view or access. This area can be used to store internal notes about advisors which advisors cannot access. However, an advisor cannot enable a private area in the client vault.
OBA (Other Business Activity) Folders
For Multi-Tier Only:
This new folder feature allows Advisors to create OBA Folders within Client Vaults that only the Advisor and Client have access to, giving them privacy and equipping Advisors with the ability to efficiently manage all Outside Business Activities within the Vault. Head Office users are not authorized to access these folders.
Global Folders
Global Folders are an efficient way to share standardized material and documents with many recipients (via a Global Folder) in one simple action. This feature has been re-introduced into the platform and now provides Trusted Advisors and Vault Managers with the ability to search, view, and access Global Folders. They can be identified by the Global Folder Badge.
Open Folder Taxonomy
In an open folder taxonomy, the end users can create, delete or modify folders at any Level including Level 1 (Category) folder level and Level 2 (Sub-categories) folders including moving, deleting, or saving documents in these folders or at any level.
Personal Folders
These folders can be accessed only by the Vault Owner, however, he/she can further provide access to these folders to other third-party collaborators such as family members, trusted advisors, and administrative users.
1. Vault Owners in Multi-tier:
- Administrative User's Personal Vault
- End Client Vault
2. Vault Owners in Double-tier:
- End Client Vault Holder
By default, the Vault Owner has a predefined Entity structure. The vault owner or manager can add or remove one or more Entities and the system will bring a new set of folders related to that entity type. Learn more here.