You can add family members, executive assistants, friends, and third parties to your vault as Trusted Collaborators, allowing them to upload important files or view documents you choose to share. First you need to add them as a Contact inside the vault. These contacts added by yourself (family, CPA, lawyers, etc.) will appear under your Contacts tab, and they won't be visible to company users, unless they also add them.
If a company provided your vault, you may notice some contacts already listed under the Contact section, but under a Users tab. These contacts are typically company users with a label (Administrator / Representative.)
Default access: Company users automatically have access to Company Folders (branded with the company’s logo).
Premium vaults: If you have the Premium package (with Personal Folders enabled), you can also grant these company users additional access to your personal folders. They don't have access by default.
No new invitation required: When extending additional access to company users, you don’t need to send them a new invitation.
Adding a Trusted Collaborator
Step 1: Go to the Contacts tab and either double-click an existing contact or select Add Contact.
After creating a contact the system will ask if you would like to set permissions to this contact. Click Yes.
Step 2: If already exist click the Edit Permissions button
Step 3: Choose Permissions
General Permissions: You can provide access to others tab in your vault, so your contact can help you more or see more information. Here is more information:
- Manage Unfiled: Gives access to the Unfiled tab, which stores documents sent to your vault using the unique inbound vault email.
- Manage Contacts: Allows your collaborator to view your contacts and add new ones (but not promote others to Trusted Collaborators).
- Manage Reminders: Provides access to the Reminders tab, allowing them to view all reminders and create, edit, or delete new reminders.
- Full Access: Grants complete access to the full vault, including all folders and documents, with the exception of your Preferences and Security settings. They will be able to add other Full Access collaborators. You can remove this access at any time.
Entity Permission: If your vault contains multiple entities, you can restrict access to a single entity. The collaborator will only see documents linked to that entity, even if other documents exist in the same folder.
Folder Permissions:
Expand folders by clicking the arrow next to the folder name.
Selecting an entire category grants access to all subfolders (a checkmark will appear).
Use Document Visibility toggles to confirm that the files inside the folder have the entity you are giving access to.
Selecting only some subfolders displays a minus symbol, indicating partial access.
Step 4: Click Save and Send the Email notification
If this is the collaborator’s first time being added, select Send Invitation so they receive an email to activate their account and set a password.
If the collaborator has already activated their account, you can choose Skip Invitation—their new access will apply immediately.
Once confirmed, a Trusted Collaborator label will appear next to their name in your contact list. You can also filter by contact type in the list header. If the collaborator was added by a company user, an additional label will be added.
