Learn how to configure your MRI Vault account for open or closed database settings to ensure the right level of data visibility for your team.

This article covers:

• About database access settings
• Set up an open database
• Set up a closed database
• Expand access for specific users
• Configure access for individual contacts or properties

About database access settings

MRI Vault allows you to control how contact and property data is shared within your office. You can choose between an open or closed database configuration.

• Open database - All users share contact and property data, providing full access
• Closed database - Each user maintains their own mini-database, limiting shared access

Set up an open database

To enable full data sharing across your office:

1. Go to: Settings > Account Details
2. Scroll to Office Configuration
3. Tick Open Database
   
4. Click Save/Update

Set up a closed database

To restrict data visibility and create user-specific access:

1. Go to: Settings > Account Details
2. Scroll to Office Configuration
3. Tick the following options as needed:

• Contact Search and Duplicate Checks - Show only contacts the user can access
• Contact Access - New contacts default to the current user's access
• Note Access - Notes default to the current user's visibility
• Duplicate Check Access - Merged contacts default to the current user's access
• Property Search and Duplicate Checks - Show only properties the user can access
  

4. Click Save/Update

Expand access for specific users

You can override database settings for specific users (For example, admins or principals):

1. Go to: Settings > User Management
2. Select the user
3. Adjust permissions:

• Basic Security Levels:
  • Global Clients - Access all contacts
  • Global Notes (Read/Write) - View and edit all notes
  • Global Notes (Read Only) - View all notes without editing

• Property Security Levels:
  • Read Only - View all properties
  • Read/Write - View and edit all properties

Configure access for individual contacts or properties

Each contact or property record includes View Access and Edit Access settings.

• Enter a contact or property's profile > Scroll down to:
  • Contact - Access By
  • Property - Property Access
• For open databases, select everyone
• For closed databases, assign access to specific users or teams