Collaborators in FutureVault: Roles, Access & Permissions : Partners Help Center

Trusted Collaborators are individuals who are granted access to specific areas of a vault. They can be regular, global, or full access collaborators. This article explains how they are created, their permissions, and what actions they can perform.

Types of Trusted Collaborators

Regular Trusted Collaborator

Has access to specific documents, folders, or areas inside a vault.
Access can be removed or edited by the VaultHolder, Co-owner, Full Access Collaborator, or Administrative Users.
Does not have an individual vault, but must have an account in the system.
Once access is granted, the label “Trusted Collaborator” appears under Role Type.
To grant access to multiple vaults, the contact must be recreated in each vault.
Access can be set to auto-expire.

Creating a Regular Trusted Collaborator

Create a Contact First
- Navigate to the Contacts tab inside the vault.
- Add a new contact with first name, last name, email, and optionally a picture.
- Contact type is not mandatory, but adding it is recommended for clarity.

2. Assign Permissions

After creating the contact, the system will ask whether to provide vault permissions.
Granting permissions creates a Regular Trusted Collaborator.

Global Trusted Collaborator

Used for individuals who need access to the same main entity (Level 1) or subcategories (Level 2) across multiple vaults (e.g., CPA, lawyers).
Only Administrative Users can create global collaborators via the Admin Portal.
Full default permissions are granted; cannot assign “basic access.”
Cannot be combined with a Regular Trusted Collaborator.
Access is managed centrally in the Admin Portal; no expiration date is set.
Appears in vaults with the label “Trusted Collaborator” under Role Type.

Full Access Collaborator

Granted by Vault Owners only.
Provides full access to all folders and areas inside the vault.
Access can be removed at any time by the Owner or other Full Access Collaborators.
Does not have an individual vault by default, but requires an account.
Appears with the label “Full Access” under Role Type.

External Collaborator

Accesses specific documents or uploaded documents via a secure link.
No account is required.
Access is temporary and can be revoked automatically or manually.

Additional Notes

All collaborators created by Administrative Users will display the label “Created by Company User.”
Collaborators with accounts in the system (Regular and Global) can perform certain default actions in the vault or folders they have access to.
Additional permissions, such as Full Access or Basic Access, can be granted by the Vault Owner. Administrative Users can only enable or disable Basic Access.

Summary Table

Action	Regular Trusted Collaborator	Global Trusted Collaborator	Full Access Collaborator	Set by / Who Can Grant
Upload files	✅	✅	✅	Owner / Administrative Users
View & download files	✅	✅	✅	Owner / Administrative Users
Edit & move own files/folders	✅	✅	✅	Owner / Administrative Users
Delete own files/folders	✅	✅	✅	Owner / Administrative Users
Share via link	✅ (if Basic Access disabled)	✅	✅	Owner / Administrative Users
Request files via link	✅ (if Basic Access disabled)	✅	✅	Owner / Administrative Users
Access to limited Entities	✅	Onlythe main entity	Access to all Entities
Access per folder	✅	Up to a Level 2	Access to all folders
Transfer files between vaults	✅	✅	✅	Owner / Administrative Users
Limited Contact Access	✅	❌	✅	Owner / Administrative Users
Manage Permission of Contacts	❌	❌	✅	Owner / Full Access Collaborator
Manage own account settings (email, password, MFA, preferences)	✅	✅	✅	N/A
Access Unfiled area	✅ (if granted by Owner)	❌	✅	Owner / Administrative Users
Basic Access	✅ (if granted)	❌	N/A	Owner / Administrative Users
Full Access	✅ (if granted by Owner)	❌		Owner / Full Access Collaborator
Auto-expiration of access	✅	❌	✅	Owner / Administrative Users