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

 

Store and Access Files in SmartVault

SmartVault provides several ways to upload and securely store and manage documents for your firm and your clients. Whether you have a mountain of paper to convert to digital files, or a local directory structure in place that you need to move to the cloud for offsite storage and anytime, anywhere access, SmartVault provides a user-friendly interface to help you upload, store, and access your data.

• The SmartVault Inbox
• The SmartVault Toolbar
• The SmartVault Drive

The SmartVault Inbox

The SmartVault Inbox allows users to scan or upload documents into an electronic holding repository, and retrieve them for later processing. This feature is similar to the physical Inbox tray that sits on many desks and is part of the daily workflow. You can have multiple people within your office or at the client office scan and upload documents to the Inbox, which converts paper into digital format quickly and easily.

Using the SmartVault Inbox

1. Right-click on the system tray icon, and then click SmartVault Inbox. The Inbox provides two ways to input files:

To set up the Inbox and associate it with a specific QuickBooks company file, on the Inbox Folders tab, select your Vault, and then select your QuickBooks company file name

2. On the Inbox Folders tab, select your Vault, and then select your QuickBooks company file name.
3. You can scan files directly to the SmartVault Inbox, or you can click Add and browse for files on your local computer. You can also drag and drop files from your desktop, and even drag emails and attachments directly from Microsoft Outlook.

   Demo: Queue Documents for Processing with the SmartVault Inbox

Using the SmartVault Inbox - Quick Tip:

Set up an Inbox folder for each of your client QuickBooks company files. Have the client scan or upload documents directly to their own Inbox*. You now have secure access to their files (bills, receipts, invoices) for processing later in QuickBooks.

If you're looking for an affordable scanner to recommend to your clients, check out the Fujitsu ScanSnaps starting at less than $275. If your clients just won't scan, set up access to the Inbox for a member of your administrative staff and bill back the time.

*Access to the Inbox is included with all Full Access User licenses. To give your client access to the Inbox, you can add a Client User pack to your account. Client Users can access the Web Portal, Toolbar, Inbox and SmartVault Drive.

The SmartVault Toolbar

With its unique integration with QuickBooks®, the award-winning and patent-pending SmartVault Toolbar has virtually no learning curve. Users can intuitively attach documents and notes directly to more than 30 different entries in QuickBooks, offering built-in organization for files and source documents.

Using the SmartVault Toolbar

1. Open QuickBooks and then open a transaction in which you want to attach a document. The Toolbar is inactive until you have a specific item open. Click Attach and then either select the document from the Inbox (if it was scanned or uploaded there first) or Browse your local drive for the document. You can also click Scan to scan a document and SmartVault automatically stores it in your Vault and attaches it to the open transaction.

   Demo: Scan and Attach Documents to QuickBooks Entries

2. You can use Notes to record information about the transaction or to record approvals. You can mark a Note as urgent by checking the box below the input field. Urgent notes can be viewed in the Web Portal dashboard for at-a-glance workflow and prioritization.

   Demo: Make Notes about QuickBooks Entries

Using the SmartVault Toolbar - Quick Tip:

If you or your client has scanned the source documents to the Inbox, you can open the Inbox and drag-and-drop the document directly on the SmartVault Toolbar. The folder icon indicates how many documents are associated with a specific transaction.

The SmartVault Drive

Use the SmartVault Drive to create folders and to browse, upload, and download documents in a familiar Windows Explorer-type interface. The SmartVault Drive behaves just like any other network drive on your computer, allowing you to create and manage folders and build a hierarchy based on your business needs.

If you already have a folder hierarchy, just use the mapping functionality to map multiple folders or an entire drive to SmartVault. With the click of a mouse, you can copy your files to SmartVault. It's easier than ever to back up your files for secure online file storage and document sharing.

Using the SmartVault Drive

1. The SmartVault Drive allows you to map a drive letter on your computer to your Vault. Then, you can work with files and folders using Windows Explorer. The SmartVault Drive also works with the Mac and Linux platforms. The SmartVault Drive is very powerful, but you need to be careful not to modify folders within the Applications folder, as those folders map directly to the folders in QuickBooks.
2. To map a drive on Windows Vista or Windows 7, right-click on the system tray icon, and then click Map Web Drive. Select the drive letter you want to use, and then click OK. Drive-mapping on Windows XP requires a few more steps. For more information about drive-mapping on Windows XP or a Mac, SmartVault Drive Help.

      Demo: Map a Network Drive to SmartVault

3. You can also use the SmartVault Drive feature to save any Windows document directly to SmartVault. If you are working on a report in Microsoft Excel, you can simply click Save As, and choose the SmartVault drive letter you assigned. From there, you can choose the folder in which you want to save the document. The document is now stored securely in SmartVault.

      Demo: Save Documents to the SmartVault Drive

Using the SmartVault Drive - Quick Tip:

Once you've mapped a drive to SmartVault, you'll be able to save documents directly to SmartVault. And if you need to edit your documents, simply browse to the document and open it from the SmartVault Drive, and when you're done editing, click Save.