Adding & Provisioning Clients — For Tenant Staff
This page is for DocDocVault tenant staff (Prime Admins and their delegates) — not for end customers browsing the platform. It explains how to add a new client to your organization’s roster inside DocDocVault, and what happens (today, and soon) when you do.
Who Can Add a Client
Adding a client to your DocDocVault tenant is restricted by default to your organization’s Prime Admin. A Prime Admin can delegate this authority to a Program Manager or Admin-level user if needed — client provisioning access is never open to every team member by default, to keep control over who can create new client records and, eventually, who can grant cloud vault access.
What Happens When You Add a Client
When you onboard a new client under your organization, DocDocVault:
- Validates the entity type — every client must be classified as one of the entity types DocDocVault currently supports (HOA/POA, LLC, corporation, nonprofit, etc.). If the exact type isn’t available yet, the closest match can be used and the record is flagged for follow-up review — you’re never blocked from getting a client into the system while waiting on a type to be added.
- Creates the client’s workspace record — a dedicated internal record for that client is created, tied to your organization (never mixed with any other organization’s clients).
- Assigns a compliance identifier (PCMF code) — a unique reference code is generated for the client, used internally to track and organize everything associated with them.
- Seeds the compliance checklist — the client is automatically connected to the correct compliance checklist for their entity type (see the Compliance page for what that checklist covers), so tracking what’s required for them starts immediately.
Important — what this step does not do yet: adding a client this way does not currently create a login for anyone, and does not yet create their folder structure on cloud.docdocvault.com. This is a required piece of the workflow before DocDocVault goes live for tenant use — see below.
Required Before Launch: Credential & Cloud Vault Provisioning
Client onboarding must also extend to:
- Provision access credentials for the client’s designated contact(s), most likely defaulting to a Prime-Admin-controlled setup, consistent with how client provisioning authority already works today
- Automatically build the client’s folder structure on cloud.docdocvault.com (Nextcloud), matching the same compliance-category structure used throughout the platform, so the moment a client is added, their vault is ready to receive documents — no manual folder setup required
Until this is in place, adding a client creates their record and compliance tracking, but any cloud vault access or folder setup for that client needs to be handled manually. This is a launch-blocking gap, not a future enhancement.
Questions about client provisioning authority or delegation should go to your organization’s Prime Admin.