Using SmartVault in Your Practice

SmartVault is easy and intuitive to use, and it complements the processes you currently have in your practice. SmartVault adapts to the current workflow you have established with your clients, and offers a robust set of features in a best-in-class user experience, so you are on your way to a paperless environment in no time. You can upload files to your vault in multiple ways, share those files based on permissions for each user, and use the workflow that works best for you and your clients. The following information is designed to help you start putting SmartVault to work in your practice.

1. Setup

2. Store & Access

3. Collaborate & Share

4. Common Uses

 

Sign Up and Activate

If you haven't created a SmartVault account, you will need to choose a plan and sign up. Be sure to review the Getting Started information if you need help activating your account or installing the SmartVault Desktop software.

Set Up Your Vaults and Folders

The SmartVault Web Portal is where you'll set up your folder structure, invite users, and manage your account. SmartVault is designed to be completely flexible, so you can customize the folder structure to meet your specific needs. You can use SmartVault to store all your documents associated with QuickBooks transactions PLUS files that are not related to QuickBooks, such as client engagement notes, email communication, employee information and more -- making SmartVault your single solution for document storage and collaboration. Here are a few steps to help you get started:

1. Right-click on the system tray icon, and then click My SmartVault.



2. The left pane provides a tree view of the Vaults and folders in your account. SmartVault creates a Vault for you called My First Vault. You can rename this Vault, by right-clicking on My First Vault, and then selecting Rename.
3. You can create other Vaults, such as one for your practice and one for each of your clients. To create another Vault, right-click on your account, and then click New Vault. Specify the name of your new Vault, and then click Create New Vault.
4. In your first Vault is the Applications folder, which contains a QuickBooks folder associated with the QuickBooks company file you added during set up. When you expand this folder, you'll see a list of specific folders that are automatically managed to store files attached to QuickBooks transactions, notes, and backed up QuickBooks company files. When you set up your Inbox (more about this in the following section), you'll select this company folder in your Inbox. Then, the files you upload to the Inbox are stored in the QuickBooks folder in a subfolder called Inbox.

Note:  You cannot change the folder structure within the Applications folder.

   Demo: Create Custom Folders and Vaults

Use SmartVault to Store Non-QuickBooks Related Documents

You can create other folders in your Vault and organize these folders as needed. Then, you can store files in those folders, set access permissions on the folders for specific users, and invite those users to share the files and folders.

• To create a folder in your Vault, select your Vault (was called My First Vault). The available tasks are listed in the General Tasks area on the right side of the window. Click New Folder, and then type the folder name. You can rename a folder at any time by right-clicking on the folder, and then click Rename from the menu.
• To store a file in that folder, select the folder, and then click Upload File under General Tasks. Click Add File, and double-click the file you want to add. Then, click Upload.
• To open a file, click the name of the file. To perform another task for a file, such as deleting a file, you must first select the file by clicking on the row next to the file name, but not on the name itself. Then, you can click the available task in the General Tasks area.

Using Custom Folders - Quick Tip:
Select a client Vault that you previously set up and create a custom folder called Monthly Reports. You can upload reports and give your client access to this folder. Documents can now be accessed securely anytime and from anywhere. Create a second folder called Client Notes under the same client Vault. You can choose to not share this folder with your client, but share it only with members of your practice. Attach engagement information, call notes, email communication, and other internal information relating to your client. This critical information is now safely stored offsite and can be accessed anytime. Voila! You are on your way to securely storing and exchanging files — it's that easy!