Client data room reference
Access levels, owners, limits, and the emails and messages of the client data room. For what the client data room is and what firms use it for, see The client data room.
Access levels
Each folder and file has one access level. The upload and folder dialogs name them Internal and Client View. A file's Details tab names them Internal-only and Client-visible.
| Access level | Who can see the item |
|---|---|
| Internal | Your colleagues with access to the household. |
| Client View | Your colleagues, plus the household's clients and accountants. If an account owns the item, only the clients and accountants linked to that account. |
New folders are Client View unless you choose otherwise. A folder inside an Internal folder is internal too.
Document owners
| Owner | Effect |
|---|---|
| A person in the household | Alcova can notify them about new files. The owner does not limit who can see the item. |
| One of the household's accounts, such as a trust | Only the clients and accountants linked to that account can see the item. |
Files and folders added inside a folder take that folder's owner unless you choose another.
Limits
| What | Limit |
|---|---|
| A file you upload | 100 MB |
| A folder you upload | 1,000 files and 1 GB in total, up to 10 folders deep |
| A name inside an uploaded folder | 255 characters, without < > : " | ? * / \ |
| A file a client uploads | 50 MB, in PDF, Word (.docx), Excel (.xlsx), PowerPoint (.pptx) or image format (.jpg, .jpeg, .png, .gif, .webp, .heic, .heif). Files with macros are refused. |
| An invitation link | Expires after 30 days |
| A link in a documents email | Expires after 1 month |
| Sharing History | Shows first views within the last 90 days |
| Households list | 50 households a page |
When you upload a folder, system files such as .DS_Store are left out.
Emails the client data room sends
| When | Who gets it | What it holds |
|---|---|---|
| You select Invite client | Each person you invite | A welcome and a link to the household's client data room. The button is Activate Account and Access Data Room for someone new, or Access Data Room for someone with an account. |
| You share a file, or upload with Notify document owner about new file ticked | Each person you shared with, or the owner | The files under Documents Available:, with an Access Documents button. Someone new sees Activate Account and Access Documents. The first email welcomes them; later ones say which file was shared, for example "Statement.pdf and 2 more were shared with you". |
| A client uploads files | Your colleagues who can edit the household | Which household the files are for, and a View Client Uploads button. |
Alcova waits about a minute before sending a documents or upload email, so that several files arrive in one email.
Emails come from support@alcova.ai unless your firm has set up its own sender address.
Sharing History entries
| Entry | Meaning |
|---|---|
| Shared on a date, Email sent | You shared the file and the email has gone. |
| Shared on a date, Email pending | You shared the file and the email is waiting to go. |
| First viewed on a date (within last 90 days) | The person first opened the file on that date. |
| Not viewed within last 90 days | The person has not opened the file in the last 90 days. |
| This file has not been shared yet. | No one has been sent the file with Share. |