All posts by : FutureVault

In the third quarter of 2024, FutureVault rolled out innovative features designed to enhance administrative control, improve reporting capabilities, and introduce AI-driven efficiencies. With updates like enhanced contact visibility, customizable dashboard reports, and powerful AI tools for document processing and insights, users can manage data with greater precision and ease. Let’s explore the key updates that are transforming how users interact with their Vaults this quarter (Q3 2024).

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Key Product Highlights Released Q3 2024:

Enhanced Contact Visibility Control (v5.11.0) – Released: July 10, 2024
A new flag gives admins control over whether user contacts are visible in client vaults, improving data privacy and management.

• Contact Control: Admins can request to toggle contact visibility for added privacy.

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Dashboard Reporting (v5.12.0) – Released: August 7, 2024
Generate one-time or recurring reports based on dashboard components and filters, available in PDF format, directly emailed to users.

• Custom Reports: Create personalized reports using dashboard data.
• Recurring Reports: Schedule regular reports similar to Outlook-style scheduling.

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Entity Enhancements (v5.12.0) – Released: August 7, 2024
Manage entities more efficiently with improved filtering, editing, and tri-state checkboxes for clear entity assignments across multiple documents.

• Flexible Assignments: Easily retain or update entity assignments for documents.
• Simplified Filtering: Better sidebar management for document filtering.

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Quick Link Builder Redesign (v5.13.0) – Released: August 29, 2024
The Quick Link Builder has been redesigned for improved functionality, including drag-and-drop organization, link duplication, and real-time previews.

• Drag-and-Drop: Easily reorganize links with a simple drag-and-drop.
• Duplicate Links: Speed up workflow by duplicating frequently used links.
• Real-Time Preview: Preview links to ensure accuracy before saving.

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Customized Client Reports in Admin Portal (v5.13.0) – Released: August 29, 2024
Admins can now generate detailed, customizable reports on client activity, vault usage, and compliance, available for export in CSV format.

• Custom Report Fields: Tailor reports with data fields like Vault Type, 2FA status, and more.
• Exportable Reports: Export reports for further analysis or sharing.

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AI Features Using LLM (v5.13.0) – Released: August 29, 2024
Users can now leverage Artificial Intelligence and Private LLMs to quickly summarize documents, extract keywords, extract expiration dates, generate contextualized action items, set reminders, and more! This technology eliminates the need to manually search through lengthy files or databases, making information retrieval faster and more efficient.

• AI Summary: Quickly generate summaries and action items from documents.
• Intelligent Document Processing: AI and OCR technology extracts structured and unstructured data from documents automatically such as expiration and maturity date(s), creates actionable items against which reminders can be set and enhances document searchability.
• AI Chat: AI Chat feature allows users to engage and ask complex, natural language questions about documents, and receive accurate, context-aware responses. Users can further use the responses to generate ideas for client engagement, generate client insights, write emails, and more.

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Head Office Admins Can Now Manage Client Vaults and Users (v5.14.0) – Released: September 17, 2024
Head Office Admins can now fully manage client vaults and users for sub-portals, offering centralized control over client data and team management.

• Full Vault Control: Create, update, and manage client vaults.
• User Management: Easily add, modify, or remove users within sub-portals for streamlined operations.

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Q3 2024 Conclusion:

Q3 2024 brings cutting-edge AI capabilities, redesigned features for improved usability, and enhanced admin controls. These updates not only simplify document management but also introduce new ways to interact with data intelligently. FutureVault continues to push the boundaries of innovation, providing users with the tools they need to operate more efficiently and securely.

In Q2 2024, FutureVault introduced a series of powerful updates designed to enhance security, improve document management, and streamline administrative controls. From the launch of a centralized dashboard for tracking Vault activity to key improvements in encryption services, multi-factor authentication, and folder management, these updates prioritize user efficiency and data protection. Here’s a breakdown of the exciting new features from this quarter (Q2 2024).

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Key Product Highlights Released in Q2 2024:

Dashboard Feature (v5.6.0) – Released: April 18, 2024

The new Dashboard feature provides users with a centralized view of key metrics, vault activity, and document insights that can be filtered by date range, thus, streamlining document management and compliance.

• Snapshot Overview: View key data on administrators, vaults, collaborators, documents, and checklists at a glance.
• Vault Insights: Track vault usage, shared documents, and recent activity for better client management.
• Expiring Documents: Monitor expiring, expired, and soon-to-expire documents to ensure timely renewals.
• Recent Activity Log: Filter and track user actions, including views, edits, and downloads.
• Custom Reports: Generate and export reports on vault activity and expiring documents for easy sharing.

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Expiring Documents: Enhancements (v5.6.0) – Released: April 18, 2024
The Expiring Documents feature now provides enhanced control over time-sensitive documents, ensuring compliance with deadlines such as contracts, licenses, and certifications.

• Expiration Alerts: Notifications help users stay ahead of renewals.
• Bulk Management: Admins can update expiration dates for multiple documents at once.
• Side-Panel Access: Adjust expiration dates without leaving the document page.

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Core Encryption Service (v5.7.0) – Released: May 8, 2024

The new Core Encryption Service enhances scalability, data security and processing efficiency for FutureVault users. This update introduces improved encryption prioritization and ensures stable, reliable encryption for bulk uploads.

• Improved Job Prioritization: Encryption tasks are prioritized for faster, secure processing.
• Asynchronous Processing: Allows encryption and uploads to run simultaneously without delays.
• Auto-scaling: Efficient resource allocation via round-robin scheduling ensures scalability.
• Double Encryption: Files benefit from secure double encryption, enhancing data protection.

This update boosts encryption reliability, offering fault tolerance and error reduction, making file management safer and more efficient.

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Multi-Factor Authentication Enhancements (v5.8.0) – Released: May 23, 2024

In version 5.8.0, significant enhancements were made to the Multi-Factor Authentication (MFA) feature, offering more tailored authentication options and providing admins with the tools to manage security across their organization effectively.

• Dual MFA Setup: Users can now configure dual MFA, allowing them to choose between SMS and an Authenticator app during login for added security.
• Admin Controls: Admins have enhanced capabilities to manage, troubleshoot, and deactivate MFA for users, giving them better oversight and control over security settings.
• Activity Logging: All MFA-related actions, such as method changes or deactivations, are now recorded in the activity log for improved visibility and audit.

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Enhanced Co-Owner Feature (v5.9.0) – Released: June 12, 2024
Admins now have greater control over co-owner accounts with Deferred Activation and a dedicated Co-Owner Management Tab, making onboarding and management more streamlined.

• Deferred Activation: Create co-owner accounts without immediate activation.
• Management Tab: Clear overview and control of co-owner accounts and permissions.

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Simplified Folder Deletion Process (v5.9.0) – Released: June 12, 2024
Users can now delete folders that contain documents in just two steps, improving overall vault organization.

• Quick Deletion: Delete folders with documents without extra steps.
• Restore Capability: Accidentally deleted items can be restored from the “Deleted” section.

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Vault Creation Permissions for Head Office Users (v5.10.0) – Released: June 26, 2024
Head Office Admins can now manage end-client vaults within sub-portals, with added permissions to control who else can create such vaults.

• Vault Management: Create, update, and manage client vaults.
• Streamlined Permissions: Easily manage other admins’ vault creation permissions.

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Q2 2024 Conclusion:

The Q2 2024 updates empower FutureVault users with advanced tools for managing vaults, securing documents, and optimizing workflows. From the centralized dashboard to enhanced encryption and multi-factor authentication, these updates prioritize security, efficiency, and control, reflecting FutureVault’s commitment to elevating user experience.

Well, here we are. We’ve made it.

Our final product release of the 2023 calendar year and we’re proud to say that it’s a good one bringing several feature enhancements and new capabilities to the FutureVault platform to make managing your everyday workflow much easier… and better! 

There’s something in this release for everyone; head office and compliance teams, front office and advisory teams, and for your clients, too.

Below is a summary to highlight what’s new and improved in FutureVault. Continue scrolling to learn more about how this release can benefit your firm, your advisors, and your clients.

And importantly, from all of us here at FutureVault, here’s to a festive holiday season and a happy new year! 🎅🎄🎊

NEW! Specific File Upload Requests

Exciting news! We’ve enhanced the Secure File Request feature by adding a new capability: the Specific File Upload Request. This addition complements the existing Generic File Upload Link by providing the capability to securely request specific documents that will get uploaded in a designated folder location. 

While the Generic File Upload Link is suited for gathering broader, less specific documents and can be included in your email signature, Specific File Upload Link Requests allow Admin users (including Head Office and Advisory teams) to specify exactly which documents are needed and from whom. 

Key Features

• > Specify the exact documents that you need clients/users to upload.
• > Schedule requests, set reminders, and expiration dates for each request.
• > Secure requests with password-protected links.
• > Receive email notifications when files are uploaded.
• > Notify other contacts about the File Upload Request.
• > Folders with Specific File Upload Links are marked with a link icon and the aggregated requests appear under the ‘Shared’ tab making them easily identifiable.

All your file upload requests, both Generic and Specific, can be conveniently managed under the ‘Shared’ tab in the left main menu. This tab allows you to view, modify, or delete any file requests.

Upload File Links for company folders can only be created for Level 2 or deeper level folders; they cannot be created or associated with parent (level 1) folders.

Enhancements to the Generic File Upload

You can now easily assign a name to your Generic File Requests for easy identification when viewing all links under the Share tab. Additionally, decide whether you’d like to receive email notifications when other users upload documents.

NEW! Introducing Personalized Contact Display Cards

Administrators and Representatives can now personalize and manage contact cards in Vaults (for client and advisor/professional Vaults) to provide a more connected experience.

Each Vault can display up to two contact cards relevant to the user. Admins/Reps can easily assign or unassign their own or any other user’s contact card across multiple Vaults in one go. These contact cards will be displayed in the right-hand side panel of the Vaultholder’s viewing experience, offering a personalized and connected experience for clients. 

Any updates to the contact card can be effortlessly managed through ‘Account Settings’ in the top right corner, and these changes will be seamlessly reflected across all Vaults where the same card is used.

NEW! Add Collaborators with View-Only Permissions for Enhanced Control

Administrators and Representatives can now add/assign Trusted Collaborators to Vaults with ‘View-Only’ access.

‘View-Only’ access allows collaborators to perform basic actions such as viewing documents and accessing the document audit trail while blocking other actions such as editing, setting reminders, sharing, etc.

Bug Fixes & Additional Improvements

• ➜ Head Office Admin viewing experience of Client Vaults inside an Advisor’s Portal
• ➜ More capabilities available to Admins from the ‘Actions’ menu when activating new Vaults
• ➜ ‘Select All’ options available when in Icon and Tile View (folders and documents)
• ➜ Ability to customize the ‘Advisor Resources’ URL and name

Last week, our team released several new updates and enhancements to the FutureVault platform to make managing your everyday workflow much easier. 

Below are some major highlights from this release including what’s new and improved, and additional platform enhancements and upgrades. Continue scrolling to learn more about how this release can benefit your firm, your advisors, and your clients.

NEW! Secure File Request Links

This new and highly requested feature makes it easier than ever to securely request and collect documents from just above anyone (prospects, clients, partners), ensuring a seamless and secure document exchange experience. 

Follow the steps outlined below to get started with creating your Generic Upload Request Link(s).

1. In your Vault, select the folder where you would like to collect and receive documents.
   
2. Right-click and select File Upload Request.
   
3. Create a new file request by clicking ‘Add New File Request’.
   
4. Add an expiration date (Optional): You have the option to set an expiration date for any and all Generic Upload Request Links you create. To do this, simply click on the date and make the necessary adjustments. If you decide to remove the expiration date, click on the ‘X’ icon to clear it.
   
   For additional security, you can introduce a password to your Generic Upload Request Link(s). However, it’s important to note that you will need to share this password through an alternative method, such as a phone call or a text message, as this password will not be sent and delivered automatically.
   
5. Copy the link and share it!
   
   Hot Tip! Add a hyperlink in your email signature(s) to streamline receiving one-off documents (securely) from prospects, customers, and partners. 

Managing your Generic Upload Request Links can be done under the ‘Shared’ tab (in the left-hand menu). You can easily view request details, access folders, copy links, and delete file request links with just a few clicks. 

Visual Identification for Folders

A visual identifier indicated as a link icon is displayed next to any and all folders where File Request Links have been created, making it easy to quickly identify which folders are associated with incoming documents from secure file links.

NEW! An Aggregate View of all ‘In-Review’ Documents

The new ‘Documents In Review’ feature is an aggregated view of all ‘In Review’ documents across all client Vaults, making it easy to quickly monitor, manage, and publish documents from one convenient location rather than individually going through client Vaults one by one.

Documents that are being reviewed and have yet to be published (made available to clients) can be identified with the ‘IN REVIEW’ label below the document name and can only be viewed by the Admin user(s) until published.

Here are the steps you can take to start taking advantage of this feature:

1. Login with your Admin account 
2. Click on the ‘Documents in Review’ tab available to you in the left main menu bar.
3. Centralized View: Gain a comprehensive view of all documents currently under review across various client vaults in a single, consolidated interface.
4. Sort and Filter: Utilize sorting and filtering options to categorize documents based on the Document Name, Client Vault, Uploaded By, and Package Names.
5. Publishing Documents: Admins can directly publish one or multiple under-review documents from the ‘Documents in Review’ tab, ensuring seamless and timely document sharing across all relevant client Vaults.

Info! Only Admins with the appropriate permissions will be able to access this feature.

View-Only Trusted Advisor Permissions

Vault holders can now enable ‘View-Only’ (Read-Only) permissions when creating new or updating permissions to existing Trusted Advisors (Trusted Collaborators). View-Only permissions allow Trusted Advisors to only view documents, blocking them from doing actions like editing, deleting, sharing, and moving existing contents and documents within Vaults.

When a Trusted Advisor with View-Only access enters the vault, they can preview documents but are restricted from performing other primary actions on existing documents. However, they retain the ability to upload files and execute actions exclusively on documents they personally upload.

Enhance Efficiency with Drag and Drop Improvements

We are excited to introduce a new feature that simplifies document upload for all users. With this feature, any user (and role) can easily drag and drop documents directly from their desktop into folders without opening them in the Vault. This helps eliminate the need to click into folders first before uploading and adding documents.

Using this feature is straightforward:

1. Open the Vault and navigate to the target folder where you want to upload documents.
2. Locate the documents on your desktop that you want to upload.
3. Simply drag the selected documents from your desktop and drop them into the Vault folder. The documents will be uploaded directly, without the need to open the folder first.

Additional Enhancements and New Features for Admin Users

To further empower Vault Admins, a host of new features and enhancements have been introduced to address common pain points and improve the overall experience.

Improved End Client and Collaborator Permissions

Previously, if end clients and collaborators (Vault holders and Trusted Advisors) created a folder within a sponsor company folder, it was treated as that sponsor company’s folder, restricting their ability to manage it. 

This new improvement allows the clients to move, rename, or even delete those folders, except when they contain files (if the files are uploaded by Admin/Rep, the client will still not be able to delete the folder until those files are removed).

Client List Enhancements

Several enhancements have been introduced for Admins and Reps in the Client List:

• Quickly discern the assigned Folder Template type within the Client List.
• Re-add Co-Owners who were inadvertently removed.
• Retain your preferred sorting settings, even after logging out from the system.
• Inactive Vaults are now hidden by default. To show these Vaults, simply click on ‘Actions’ and unselect ‘Hide Inactive’.

Quick Links for Administrative Users

Incorporate an External Link into the left-hand menu of your Admin users (including Advisors), enabling convenient access to a Custom Knowledge Base, an enterprise resource, or even a link that provides quick access to other systems like your CRM.

Bugs Fixes

• ➜ Re-create Co-Owners that were previously deleted: Previously, if Admin users removed a Co-Owner from client Vaults and attempted to add them back, the system would throw an error ‘Email already exists’. Now, Admins can easily remove and re-add Co-Owners without any issues.
• ➜ Total documents under Entities: Under the Entity Management tool, Vault owners can now see the total number of documents associated and tagged to each respective Entity.