Overview
The Estate Manager Portal uses a granular permission system to control what firms can do with client data. Permissions are set at the firm-client relationship level, meaning they apply to all users within a firm who have access to a particular client.Permission Model
Permissions are granted at the firm-client relationship level. When a client grants access to a firm, they choose which permissions to enable:How Permissions Apply to Users
Firm users inherit relationship permissions based on their role:Permissions define what actions are allowed. Roles define who can perform those actions. Both must align—a Viewer cannot edit even if the relationship allows editing.
Individual Permissions
View Items
boolean
Allows viewing items in the client’s portfolio.
- See item list and search/filter items
- View item detail pages
- See item images and attachments
- Read item descriptions and notes (not firm notes)
- View item history
- Seeing values or prices (requires
view_valuations) - Making any modifications
- Exporting data
- Initial relationship setup
- Review-only scenarios
- When combined with other permissions
Edit Items
boolean
Allows creating, updating, and deleting items in the client’s portfolio.
- Create new items
- Edit existing item details
- Delete items
- Upload and manage item images
- Update item notes
- Seeing valuations (requires
view_valuations) - Managing collections or locations (separate permissions)
- Exporting data
- Active portfolio management
- Inventory documentation
- Ongoing advisory relationships
View Valuations
boolean
Allows viewing prices, market values, and portfolio totals.
- See item purchase prices
- See current valuations
- View spot prices for precious metals
- See portfolio total value
- View allocation breakdowns by value
- See value charts and trends
- Modifying valuations (requires
edit_items) - Exporting value data (requires
export_data)
- Financial planning
- Insurance documentation
- Estate valuation
- Wealth management
Export Data
boolean
Allows exporting client data to PDF or CSV formats.
- Generate PDF portfolio reports
- Export item data to CSV
- Create print-friendly views
- Download images and documents
- User who exported
- Timestamp
- Export format
- What data was included
- Insurance documentation
- Tax reporting
- Legal proceedings
- Compliance reporting
Clients receive notifications when their data is exported. The audit log shows all export activity.
Manage Collections
boolean
Allows creating, editing, and deleting collections.
- Create new collections
- Rename collections
- Delete collections
- Add items to collections
- Remove items from collections
- Reorder collections
- Creating or editing items (requires
edit_items)
- Portfolio organization
- Insurance grouping
- Category-based management
Manage Locations
boolean
Allows creating, editing, and deleting storage locations.
- Create new locations
- Edit location details
- Delete locations
- Assign items to locations
- Change item locations
- Storage documentation
- Security planning
- Insurance requirements
- Inventory auditing
Manage Alerts
boolean
Allows creating and managing price alerts on the client’s behalf.
- Create price alerts for precious metals
- Edit alert thresholds
- Delete alerts
- Configure alert notifications
- Active portfolio monitoring
- Investment advisory services
- Market-aware management
Manage Shares
Allows creating and managing share links on the client’s behalf.
- Create share links
- Configure share link settings
- Revoke share links
- View existing share links
- Coordinating with third parties (appraisers, etc.)
- Insurance agent access
- Multi-party estate planning
View Heirs
boolean
Allows viewing the client’s heir access designations.
- See designated heirs
- View heir access settings
- See waiting period configurations
- Modifying heir designations (requires
manage_heirs)
- Estate planning review
- Succession planning
- Legal document preparation
Manage Heirs
boolean
Allows modifying heir designations on the client’s behalf.
- Add new heir designations
- Remove heir designations
- Modify heir access settings
- Change waiting periods
- Requires legal verification before this permission can be granted
- Additional confirmation steps for changes
- Enhanced audit logging
- Estate attorneys acting as legal representatives
- Court-appointed executors
- Power of attorney situations
Permission Presets
Presets are predefined permission combinations for common use cases.View Only
Best for: Initial reviews, read-only access, preliminary consultationsReporting Only
Best for: Insurance documentation, tax reporting, compliance needsStandard Management
Best for: Most advisory relationships, ongoing portfolio managementThis is the default preset for new firm relationships.
Full Management
Best for: Comprehensive portfolio management, family officesLegal Representative
Best for: Estate attorneys, executors, legal guardiansCustom
Best for: Unique situations requiring specific permission combinations When none of the presets fit your needs, you can toggle individual permissions to create a custom configuration.Role-Based Access Control
While permissions define what actions are allowed, roles determine who can access which clients within a firm.Firm Roles
Permission + Role Matrix
A firm user can only perform an action if:- The firm-client relationship has the required permission
- The user has access to that client (based on role or assignment)
- The user’s role allows the action type
- Owner/Admin
- Manager
- Viewer
Access: All clients automaticallyCan perform:
- All actions permitted by relationship permissions
- Team management
- Client assignments (Admin only)
- Billing and settings (Owner only)
Permission Inheritance
Example scenario: A firm-client relationship has these permissions:- View Items: Granted
- Edit Items: Granted
- Export Data: Not granted
The relationship permissions set the maximum allowed actions. A user’s role may further restrict what they can do (e.g., Viewers cannot edit even if the relationship allows editing).
Changing Permissions
Client-Initiated Changes
Clients can modify permissions at any time:- Go to Account Settings → Estate Managers
- Find the firm and click Edit Permissions
- Select a new preset or toggle individual permissions
- Save changes
Requesting Additional Permissions
If a firm needs more permissions:- Firm contacts client directly
- Client modifies permissions through their settings
- New permissions become active immediately
Firms cannot request permission changes through the portal. All permission changes must be initiated by the client.
Audit Logging
Every action is logged with:Audit logs are tamper-resistant and hash-chained. This means each entry contains a hash of the previous entry, making it impossible to modify or delete entries without detection.
Best Practices
For Clients
For Clients
- Start restrictive: Begin with View Only or Reporting Only, expand as needed
- Review regularly: Check audit logs and adjust permissions if activity doesn’t match expectations
- Use presets: Presets are designed for common scenarios and tested for appropriate access
- Be cautious with manage_heirs: Only grant to verified legal representatives
For Firms
For Firms
- Request minimum necessary: Only ask for permissions you actually need
- Explain your needs: Help clients understand why you need specific permissions
- Respect boundaries: Don’t attempt actions outside your permitted scope
- Document access: Use firm notes to record why you accessed or modified data
Next Steps
For Firms
Guide for using the portal
For Clients
Guide for granting access
Security
Security and compliance features
Portal Overview
Estate Manager Portal overview