Association Document Securities

Summary: This article provides a general overview of the security settings for Association Documents.

Each association in Vantaca has a Documents section with folders that store information specific to the association.  To access these documents, navigate to Association > Documents.  To add a folder, right-click within the folder structure and select New Folder.  A pop-up window will prompt you to add a folder name and security.

Association > Documents

Right-click, select New Folder 

Pop-up prompting Folder Name and Folder Security

To view the security of an existing folder or subfolder, right-click on the name of the folder, and select Edit Folder.  The Folder Security field displays the level of security and therefore, who can view the contents of the folder. 

• Everyone - If folder security is set to "Everyone", anyone can access the folder and its contents by navigating to their association-specific portal link. The link is your portal URL followed by a unique series of characters. For example: 

http://portal.'companydomain'.com/?c=XXXX

NOTE: The XXXX is where you will enter the association code that has a folder set to "everyone."  Without this association code added, the user will be prompted to log in to view anything.  Once you navigate to this site, select "Documents" to view the folders.

This is a great option for management companies who may want to avoid having to work with realtors or closing agents as much, by making select information available to them for free through the portal. 

•  Homeowners: If a folder is set to "Homeowners", all homeowners can see this folder in their portal. They will have to log in to see this information, unlike the Everyone setting. 
• Board Only: This setting allows only those with the role of Board Member in Vantaca to see the documents. To review a list of Board Members, navigate to Association > Board/Committee and select the Board/Committee tab. For more information on adding Board members, visit How to Add Board and Committee Members.
• Staff: The staff setting allows only staff to view documents. This means homeowners and board members will not have access to these folders in the portal. 

Security levels work like a Pyramid. Wherever you are on the pyramid, you can see items for your security level and below. For instance. If you are a Board member, you can see items with a security level of Boards Only, Homeowners, and Everyone; you cannot see items labeled as "Staff".

Note: Subfolders can have different security levels than their parent folders. Keep in mind that sub-folders shouldn't have a lower permission level than the parent folder.

For example, if you have a folder called "Bank Statements" set to Board Only with a subfolder for "2019" is set to Homeowners, the homeowners will not see this folder, because 2019 is part of a folder that only the board can see.