Understanding Basic Folder Types

Modified on: Mon, 15 Jan, 2024 at 11:03 AM

Folders are organized in a tree structure of nested folders. You can predefined the first two levels. Depending on the type of Vault, your client will have a combination of folder types. You can also create different taxonomies (folder structures) depending on your client segments (Wealth, Insurance, Employees, etc.). 

The system has 2 basic folder types:

  • Company / Sponsor taxonomy (customized folder color & icon - predefined by the company)
  • Personal & Business taxonomy (light blue color & open for the client to create)

Personal and Business Taxonomy

You can defined the colors and icon of your company folders during the implementation process, or request a change later. When users created their Personal & Business folders they will have a pre-defined color. 

As a company, you need to design the best folder structure (taxonomy) to provide the best customer experience to your clients and ensure the success of your portal. We recommend getting all your team involved during the designing process, so you better understand what type of documents everyone needs to share or gather from the client and what are the different use cases that each department will have for the portal. 

Your folder structure (taxonomy) must have 2 levels. We can provide you with some samples or pre-uploaded for you. 

  • Level 1 Folders: Also called Categories (i.e. Compensation, Compliance, Estate Planning, Insurance). Think of them as the big buckets and they will be the first folders your client will see in the All Documents area.
  • Level 2 Folders: Subcategories (i.e. Commission Statements, Year-End Documents, Wills, Power of Attorney, Policies, etc.). Small buckets inside the main category. 

Level 1 and Level 2 folders

You can use the Template Management tool to created all your company folders, and defined different folders structure by client segment. 

These two levels cannot be deleted or modified by any user directly, once has been assigned to a Vault. If you want to do any changes in the future, you can send your request to Support<support@futurevaultinc.com>.

Company folders can also be public or private and could have a badges to help users identify some features.

Info! Files cannot be uploaded in the first root (Level 1 Folder or Category).

Inside the vault, you can also define a folder structure to saved all Internal documents related to the client, but that shouldn't be visible by them. This group of folder will be the same for all your vaults:

  • Company Private Folder - (INTERNAL USE ONLY - predefined by the company): folder structure only visible by user under a portal and are located on a different tab below the Documents area. As all the folder structure must have 2 level. The actions under this folders are limited to avoid information leak. User can defined a black list prefix based on document name to avoid users to store sensitive files inside the ALL Documents area.

Different folders structure inside a vault: Company, Personal and Company Private folders

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