The system includes several predefined roles to provide the right level of access and security. Each role comes with specific permissions, and all actions are tracked. Depending on the type of portal and configuration, different roles may be visible.

Role Types

1. Owners

Primary Owner

• Has full access to all vault features, including reminders, unfiled section, and sharing options.
• Depending on the package, can access both company folders (regular or global) and personal folders.
• Can manage permissions for Trusted Collaborators in personal folders.
• Cannot remove Administrative Users from company folders.

Co-Owner

• An additional owner with the same rights as the Primary Owner.
• Access can only be removed by an Administrative User, not by another owner.

2. Administrative Users

Administrative Users are members of the organization that provides the vault. Their role and level of access depend on the tier and portal type.

Administrator (Admin)

• Has automatic access to all company vaults.
• Does not have access to personal folders unless explicitly granted.
• Cannot be removed from company folders by Owners or Collaborators.

Representative (Rep)

• Assigned to specific vaults and folders by an Administrator.
• Has access only to the company folders or features that have been permitted.
• May perform actions such as uploading, moving, or downloading documents within the assigned areas.
• Like Admins, cannot be removed from company folders by Owners or Collaborators.

3. Collaborators

Collaborators are external individuals who are granted access to specific areas or permissions.

Trusted Collaborator (Regular)

• Granted access by a Vault Owner.
• Can only see the folders, subfolders, or documents that have been explicitly shared.
• Permission can also be set based on Entities.
• Requires an account in the system.
• Access can be modified or removed at any time for one specific vault.

Trusted Collaborator (Global)

• Granted access by an Administrator.
• May be assigned to multiple vaults.
• Permissions can be narrowed to specific areas within the company folder template.
• Requires an account in the system.
• Cannot be combined with a Regular Trusted Collaborator role.

Full Access Collaborator

• Has the same permissions as a Vault Owner.
• Requires an account in the system.
• Access can be removed by a Vault Owner.

External User

• Accesses the vault through a secure one-time link to view, download, or upload specific documents.
• Does not require an account or password.
• Must provide basic identification (name, last name, email) when using the link.
• Access ends when the link expires or is removed.

4. Contacts

A Contact is a saved profile that includes information such as name, email, or phone number.

• Being added as a Contact does not provide vault access.
• Contacts may be linked to documents for reference, making it clear who was connected to a project or file.

Role Combinations

• A single individual can hold more than one role, but some combinations are restricted.
• Examples:
  • A Trusted Collaborator cannot also be a Global Collaborator.
  • An Administrator cannot have a personal vault within the same tier.