FutureVault uses the concept of portal types and roles to provide the right level of access, security, and flexibility.
Portal Types define how a company’s environment is structured (1-tier, 2-tier, 3-tier, or 4-tier).
Roles define what each user can see and do inside the system.
All actions are tracked for security and compliance.
Portal Types
1-Tier Portal
Roles available: Vault Owners and Collaborators only.
No Administrative Users.
Used in simple setups where access is directly between an owner and selected collaborators.
2-Tier Portal
Roles available: Vault Owners, Co-Owners, Administrative Users (Admins and Reps), and Collaborators.
Includes a Corporate Vault:
Requires an Owner.
Cannot have Co-Owners.
Can include Collaborators.
3-Tier Portal
Roles available: Vault Owners, Co-Owners, Administrative Users, and Collaborators in every tier.
Includes a Corporate Vault:
Requires an Owner.
Cannot have Co-Owners.
Can include Collaborators.
Supports multiple Sub-Portals, each with the whole role set.
4-Tier Portal
Roles available: Administrative Users (Admins and Reps) only.
Includes a single Corporate Vault:
Requires an Owner.
Can be managed by Administrative Users.
Cannot have Co-Owners.
Can include Collaborators.
User Roles
Roles define the type of access granted within vaults or portals.
Administrative Users (Internal)
Administrator (Admin)
Manages all users, vaults, and company-wide tools,
Flag feature to specific features or areas: Expiring Documents, In-Review Documents, Checklists, and etc.
Can add, edit, or remove other administrative users: Admins and Reps.
Assigns which vaults Reps can access.
May have automatic access to the Corporate Vault.
Cannot be removed by Vault Owners, though Vault Owners may grant them Trusted Collaborator access to personal folders.
Requires an account in the system.
Representative (Rep)
Has limited access as defined by the Administrator.
Can only access company folders inside assigned vaults.
Cannot be removed by Vault Owners, though Vault Owners may grant them Trusted Advisor access to personal folders.
Flag feature to specific features: Expiring Documents, In-Review Documents, Checklists, etc.
Requires an account in the system.
Vault Owners
VaultHolder / Primary Owner
End-client or individual whose email was used to create the vault.
Has full access to vault features (upload, edit, share, set reminders, delete).
Can add/edit/remove Trusted Collaborator permissions in Company and Personal Folders.
Cannot remove Admins or Reps from company folders.
Co-Owner
An additional owner with the same rights as the Primary Owner.
Access can only be removed by an Admin, not by other Owners.
Not available in Corporate Vaults.
Collaborators
Trusted Collaborator (Regular or Global)
Invited by a Vault Owner or an Administrative User.
Can only see the areas (folders, subfolders, or documents) shared with them.
Requires an account in the system.
Access can be removed or changed at any time.
Full Access Collaborator
Has the same permissions as a Vault Owner.
Requires an account in the system.
Access can be removed at any time by the Vault Owner.
By default, Managers do not have their own vault.
External User
Accesses documents through a secure link.
Does not require an account or password.
Must provide basic identification (name, last name, email) to access.
Access ends when the link expires or is revoked.
Contacts
Information-only profiles linked to documents; no vault access.
Key Notes
Some roles can be combined (e.g., a Rep can also be a Vault Owner).
Some combinations are restricted:
A Trusted Regular Collaborator cannot also be a Global Collaborator.
Corporate Vaults owner cannot have other roles.
Admins cannot hold a personal vault in the same tier.
Every action is logged for security and compliance.