An Entity is a feature within FutureVault that allows users to organize and segment documents related to different entities, such as individuals, businesses, organizations, or other groups. By tagging documents to specific entities, users can manage collaborator permissions based on those entities, ensuring that only the right people have access to the appropriate information.

Tagging documents to the correct entity also enables FutureVault’s patent-pending Dynamic Visualization technology, which provides advanced ways to view and interact with your documents.

Think of it like having multiple filing cabinets within a single vault. You can view all documents in one place or toggle between entities to access only the documents relevant to a specific group.

How Entities Work

Each vault comes with a default entity, usually named after the vault itself or the primary owner name. Any documents uploaded by the vault provider (or the company providing the vault) are automatically tagged to this first entity.

However, users can create new entities within the vault, defining the type of entity (e.g., individual, business, organization) and customizing its color for easy visual identification. This allows you to further segment your documents based on your unique needs. Once a new entity is created, users can tag folders and documents to the relevant entity, ensuring proper organization.

If you need to override the default entity for a specific document, you can manually select a different entity before uploading it. This ensures flexibility in how documents are categorized and helps you maintain an organized system across your vault.

Managing Entities and Permissions

The number of entities available in a vault depends on the package assigned by your vault provider or your direct contract with FutureVault. As your organization’s needs grow, you can easily create and manage multiple entities to support a more organized structure.

For each entity, you can also add essential information such as business numbers, addresses, and other key data. This summary information allows for quick access to important details about the entity and provides a centralized place to store relevant information.

Visual Identification and Customization

To make it even easier to identify and navigate between entities, users can customize the color of each entity. This color-coding feature enhances the user experience, providing a visual cue to quickly distinguish between different entities at a glance.

Key Benefits of Using Entities

• Organized Document Segmentation: Tagging documents to specific entities ensures better organization and faster document retrieval.
• Create and Customize Entities: Users can create new entities, define their type, and assign a color for easy visual identification.
• Collaborator Permissions: Permissions can be managed at the entity level, ensuring users only have access to the documents relevant to them.
• Dynamic Visualization: FutureVault’s advanced visualization tools allow you to interact with your documents in a more meaningful way based on entity tags.
• Simplified Document Management: Easily switch between entities and access documents related to them, all within one vault.

By using entities effectively, you can better organize your vault, enhance workflow efficiency, and ensure that sensitive information is properly segmented and secured.