Docs (Beta): Default and individual document access

In TaxDome, you can manage document access either on a folder or on a document level. Here, find out more about setting up document access permissions for each team member or client account user.

Beta! The individual document access functionality is being developed and currently available for Beta users. Docs on using the feature are being prepared. Read more on document access for non-beta users. 

Document access, explained

TaxDome's sophisticated document access system brings unparalleled flexibility and security to your document workflow. Think of it as a two-tiered approach:

• Tier 1. Default access: Set foundational permissions based on folder structure and account assignments
  • For clients: Create intuitive folder structures with different visibility levels (private, view-only, or editable)
  • For team members: Control access through client account assignments and specific access rights

Here's how the default access works: 

• Tier 2. Individual (granular) access: Fine-tune permissions for special cases that override default settings
  • Selectively grant or restrict access to specific documents disregarding the folder they are located.
  • Create exceptions without disrupting your overall folder organization

You can set per-user access for each document to allow viewing, editing, or restrict access entirely for team members and clients. 

These individual permissions override any folder settings, giving you complete control. For example:

• Grant a team member access to a single document even if they don't have access to the entire client account
• Hide a specific document from a client, even if it's in a viewable folder
• Share a document from your Private folder with a client without moving it

This dual approach allows you to maintain a consistent organizational system while handling special cases seamlessly. 

Coming soon! In the near future, it would be possible to set up individual access to folders, too!

Document access for a client

There are two access types for clients:

• Default
• Individual

Default document access for a client 

Default document access for a client is always determined by the type of top-level folder where the document is placed.

Each top-level folder you create has default document access permissions which are inherited by all subfolders and documents placed inside. Visibility icons help identify it:

Client can view and edit: Documents in these folders allow clients to view, edit, delete, and move files.

Client can view: Documents in these folders are visible to clients but cannot be edited, deleted or moved.

Private: Documents in these folders are invisible to clients - perfect for internal worksheets, drafts, or proprietary files.

Note: Every client account must have at least one folder with Client can view and edit access to ensure clients always have a place to upload and download documents. You can rename the folder, but you cannot delete it.

Individual document access for a client

By default, clients can access all documents stored in folders with the Client can view and Client can view and edit types. You can customize per-document access for each contact of a client account independently of the top-level folder access type. 

Here's how you can use it:

• Make some documents stored in the Private folder available for a client.
• Restrict editing access or hide the document  stored in the Client can view & edit folder from a client.
• Revoke access to a specific document for the client's spouse.

To do so:

1. Click the three dots to the right of a document and select  Manage access. 

Attention! You can't manage individual client access for documents pending signature, approval or payment.

2. In the client's account name tab, choose individual access for the contact from the dropdown in the  Access column:

•      Default: The top-level folder access and icon are applied. If No access, Can view or Can edit access right is set, click X to reset permissions to the default.

Can view: The contact will be able to view the document in the folder, regardless of the default folder access.

Can edit: The contact will be able to view, delete and move the document to the other folder. 

No access: The contact will not be able to see the document in the folder, regardless of the default folder access.

If the account has unlinked, emails, they will be marked with "-" in the Contact column, but you can still manage their access to the document.

Once done, hover over the document access icon to see the individual access set for the client contacts. 

Document access for a team member

There are two document access types for team members: 

• Default
• Individual

Default document access for a team member

Team members' default access to client's documents is controlled through:

• Client account assignments: Team members can view documents for clients assigned to them.
• All clients access: Team members with View all accounts access right can viewing all client documents
• Document management rights: Manage documents access rights is required for uploading, moving, editing and deleting documents and folders, as well as applying folder templates.

Individual document access for a team member 

You can customize per-document access for each team member individually. This may be useful to:

• Make some documents available for a team member who doesn't have access to the entire account.
• Restrict editing access or hide the document entirely for a team member who has access to the other documents in the account.

The individual document access overrides any permissions granted by the Manage documents access right or by account access.

Follow the steps:

1. Click the three dots to the right of any document and select Manage access.

2. In your firm's name tab, choose access permissions for the team member from the dropdown in the Access column:

• Default: Standard permissions based on account access. If No access, Can view or Can edit access right is set, click X to reset permissions to the default.
• Can view: Grants view-only access (even without account assignment). 
• Can edit: Allows viewing, deleting and moving the document (even without account assignment), as well as setting individual access permissions for this document for other employees or client's contacts.
• No access: Prevents document access. If this is selected, the team member will not see the document.

Once access to a document is granted to a team member who doesn't have access to the client, there's a need to share a file link with them. Open the document, then copy the link in the address bar and send it to your team member (for example, using team chat).

Who can manage document access?

Managing document access depends on the permission type:

• Default document access for clients: Firm owner, admin and team members who have been given access rights to Manage documents can create top-level folders, apply folder templates and move documents between folders.
• Individual document access for clients: Firm owners, admins and team members assigned to the client account that have been given access rights to Manage documents, can set individual client's contact per-document access. Also, if a team member has access to a client account and has been permitted to edit the individual document, they will be able to change permissions for this document to the users of the client account. 
• Default document access for team members: Firm owners, admins and team members who have been given access rights to Assign teammates can assign clients to team members and thus give access to viewing their documents. Only firm owners and admins can give a team member document editing access and allow viewing of all accounts.
• Individual document access for team members: Firm owners, admins and team members who have been given access rights to Assign teammates can set each team member's per-document access. Also, if a team member has been permitted to edit an individual document, they will be able to change the permissions for this document to the other team members.