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

 

Exchange Files and Collaborate with SmartVault

SmartVault is a powerful collaboration tool, making files always available to your clients and team members who need them. You can share folders with specific users, and secure them from others. You can share files with people who are already members of your SmartVault account, such as your employees, as well as share files with users outside of your company, such as clients. Since your files are stored securely offsite, you and others you share files with can access the files any time, anywhere using the Internet or a Web-enabled mobile device.

When you share files with others, you simply select the folder that contains the files you want to share, click Share & Manage Access, and then click Grant User Access.

If the user you want to share with is already a member of the account, all you need to do is select their name from the list and click Add Selected User.

If the user you want to share files with is not yet a member of the account, you simply click Invite User Not in List, specify an email address and message for the new person you want to share documents with, and then click Send.

SmartVault automatically sends the user an email notification letting them know that you have shared files with them, and invites any new users you specify into your SmartVault account so they can securely access and view the documents.

You can also grant specific permissions within the QuickBooks folders and sub-folders and protect sensitive data. For example, you may want to hide salary and payroll information from a specific user, but give him/her access to other QuickBooks files. To grant specific permissions for access to QuickBooks folders, go to the Applications/QuickBooks/company folder for QuickBooks-related items, such as Employees, Vendors, and Journal Entries. Click Share and Manage Access, and then follow the instructions above for selecting the users you want to share the folder with.