How to add and send an invitation to a collaborator (Trusted Advisor / Manager)?

Modified on: Mon, 20 Jun, 2022 at 3:50 PM


Add family, executive assistants, friends and third parties to your vault to share documents or upload important files. First, you need to add them as a new contact

If your vault was provided by a company you will see some of their contacts already in your Contact tab with the label "Sponsor". 


Adding a Trusted Advisor

Step 1: Go to the Contact tab and click on the contact

Info! If you have a vault and also a Profession Portal, and you are planning to add as a Trusted Advisor your team, remember first to create their access in the Portal, and later create their Trusted Advisor Access to your vault using the same email address.

Step 2: Click on Set Permissions button

Info! When an administrative user has added a contact, a label will be added: Sponsor Created


 

Step 3: Select Permissions Options

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: The Trusted Advisor will have full access to the "Unfiled" tab. This is the area which has all the documents that was sent to your vault using your inbound vault email.  
  • Manage Contacts: The Trusted Advisor will be able to see your Contact tab. They can add other contacts but they cannot make other Trusted Advisors.
  • Manage Reminders: The Trusted Advisor will have access to your Reminder tab i.e. they can manage all your reminders, so they will be able to add, edit and delete reminders without a document attached here, and manage the rest of your reminders.
  • Manager Access: The Trusted Advisor will have full access to all areas of your vault including all folders and documents. They will have the same permissions that you have as the owner of the vault. The only area they cannot see or edit are your Preferences and Security area. You can remove this type of access at any time.


Entity Permission: If your vault has more than one entity you can provide access to a specific entity, which means that the user will only see documents that are attached to that entity in one folder, even if on the same folder you have other documents. If you have more than 5 entities a number will be displayed to indicate that you have more, click on the number to select the rest of the entities.


Categories/Subcategories Permissions: You can give access up to a level 2 folder. Click the arrow to display the subcategories inside a category and narrow the contact access. When you select the full category, the user will have full access to all the subcategories and a checkmark will be displayed. If you click have provided access to a specific subcategory a minus symbol will indicate partial permission to that category.


Step 4: Click Save and Send the Email notification

  • The contact will receive an email invitation to become your Trusted Advisor. They will need to accept the invitation and set up a password for their access. 
  • A new label will show in your main contact list to indicated that the user is a Trusted Advisor. You can use the header on the column to filter the type of contacts.

  • Adding a Manager

    Step 1: Go to the Contact tab and click on the contact

    Step 2: Click Set Permission

    Step 3: Select Manager Access under General permissions

    • The user with this type of access will have the same access and permissions that the owner has. If your vault was provided by a company, you can add extra Manager access to your Administrative users.

  • Step 4: Click Save and Send the Email notification

    • A new label will show in your main contact list to indicated that the user is a Manager. You can use the header on the column to filter the type of contacts.

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