Discover how you can use SmartVault to securely store and share your files online… plus get an introduction to our integrations with QuickBooks and other popular small business apps.
In this session, we’ll cover using SmartVault for:
Hi, this is Eric and I’m here to tell you how you can use SmartVault to streamline a paperless workflow in your business. SmartVault is basically an online document storage system in the cloud. It’s a place where you can store all of your documents so you’ve got a continuous offsite backup of all your data, and your data is available anywhere, anytime. You’ve got the security of an online document storage system with version control and data all backed up. You can also map a drive to SmartVault, and we’ll show you how you can use SmartVault as a network file server where you can really work in the cloud just like you would work on a network file server or on your local computer.
Finally, SmartVault is a client portal that you can use to securely share documents with your banker or your lawyer’s secure documents. What’s unique to SmartVault is how we plug into applications; we call this SmartVault Inside, which you’ll see this in the demo. We’re plugged inside QuickBooks, which is something we call SmartVault Inside. Just like Intel is the chip inside the computer, SmartVault is the online document storage system inside the app. We’ve got a growing number of applications in our ecosystem, and I’ll be demonstrating here SmartVault Integrated with QuickBooks.
1:25 Client Portal Organization
Let’s start off by taking a look at the SmartVault client portal to give you a little bit of an idea of how your data is organized in SmartVault, and then we’ll go right into the integration with QuickBooks, Outlook, and look at some workflows with bookkeeping and sharing files.
We’re logged in to the SmartVault client portal, and you can see I’m logged in as Larry Larson, our sample small business user. Larry is the owner of Larry’s Landscaping, and you can see Larry has customized the SmartVault client portal with his logo and colors to match his business. On the left-hand side of the screen, you can see all of the areas folders and files you’ve got in SmartVault. Larry’s accountant who also uses SmartVault has invited Larry to his SmartVault account where he can share tax returns and things like that available to Larry. Larry’s got his own SmartVault account; you can see he’s got what we call a vault for the different areas of his business: admin, customers, marketing. In each area he can create folders, and you can make the folder structure look like whatever you want. For example, every time Larry has a new customer, he’ll create a folder structure for the customer based on a template that’s got things like contracts, work history, and based on templates you can make it really easy every time you add a new customer.
There’s also a share folders vault you’ll see for people to securely share documents with; bankers, lawyers, insurance company, and we’ll take a look at it a little bit later in the presentation.
3:21 Administrator View
Let’s drill down into administration where we’ve got things like financial statements, budgets, and right now we’re in the 2014 financial statements folder. You’ll notice as I click on a folder, the middle part of the screen expands to show you what’s inside the folder. We’ve got full-text search type in here from pretty much anywhere in SmartVault. You can do a full-text search for a document; you can see all of the documents right here. You’ll notice in the middle section there’s and area for notification settings; this is where you can register if you want to get emails either when a new document has been uploaded to you or when a document you’ve sent someone else to look at has been opened. All you need to do is check these check boxes, so let’s say Larry wanted to make sure every time his accountant uploaded a new financial statement he got an email letting him know there was something for him to see, I could just click the “email when a new file is uploaded to me” folder checkbox.
On the bottom part of the screen you can see everyone who has access to that folder, so it’s easy to see who exactly has permissions to that folder, and you can see exactly what rights and permissions they have if you’re an administrative user. On the right-hand side you can see all the tasks we’ve got, things like viewing an activity log, we’ve got a recycle bin, you can copy and move files around. If you want to view a document, for example here is a PowerPoint document from a board meeting, we just click on the file and we can view it right here online. You can see there’s a nice thumbnail view, which will let us browse through the file. On the upper left-hand side you can see where it says view 1, which shows you version history. So if there were five copies of this document, by versions, that would be v5 and you can always click that button and go back and restore and look at old versions of the document. Also from here you can download a document, print, and also send a link to a file. For example, if we wanted to send a link to this file maybe to our accountant Eric we would just click on that and we could type in a personal message. You could also get a link to a file that you could paste and use in your own email system (yahoo, gmail, etc.). For Outlook, SmartVault has a very cool plugin that I will show a little bit later in the demonstration.
This shows the SmartVault client portal in a nutshell; you can add descriptions to documents, and you’ve got all of your documents available here anywhere, anytime. These documents are available from the client portal, your smartphone, or even from your ipad app. You can also map a drive to SmartVault so everything you’re seeing here you can access just like it’s a folder file on a local computer or on a network drive.
Let’s take a look and see how the MapDrive works. I’m going to minimize the client portal and I’m going to go to my Windows Explorer. You’ll notice I’ve got a Z drive here; my Z drive is mapped to SmartVault. As I drill down through here, I’m going to pull up the portal again to remind you what all these folders look like. All the files that we saw here: administration, financial statements 2014, all the documents you saw here are available right from the MapDrive. I can browse through all the folders of SmartVault just like it’s a MapDrive on your network.
9:04 Integrations with QuickBooks
The next thing I wanted to show y’all was how SmartVault integrates with QuickBooks. I’ve shown y’all a little bit about the client portal, how SmartVault is organized, and using the MapDrive. Here we have the home screen in QuickBooks, and you’ll notice on the right-hand side of the screen there’s the SmartVault Toolbar. Pretty much wherever you go in QuickBooks, that Toolbar will change and it will show you if you’ve got any documents attached to any transactions in QuickBooks and will let you attach things. Let’s go and take a look at bills for an example; here’s our bill for the telephone. You’ll notice on my desktop I’ve got the invoice that goes with the telephone bill. We’ll go ahead and pull that PDF file up so you can see it. We’ve entered the transaction in QuickBooks and all I need to do is drag and drop that right under the Toolbar and it will upload that directly to SmartVault. You’ll notice it lets me know with the pop-up here “Smart Upload Complete.” It looks like I’ve just attached this right inside QuickBooks, but really SmartVault is not updating or making any changes to your QuickBooks database. The document is actually stored in SmartVault, and as you move around you can see from one transaction to the next.
10:44 Attaching to a Transaction
Here’s Robert Carmasonry, I can click on that and we can see three documents. We’ve got the shipping receipt; we even have a picture of the rocks on our invoice. If I want to open up that shipping receipt we could pull it right up, you’ve got the back up for all the transactions attached right in. You’re pretty much always audit ready. So here for example is that telephone bill that we just attached. You’ll notice that document and now this PDF file we attached is going to be permanently attached to this bill. We can always go back and get it, and you’ll notice SmartVault actually took the information out of the transaction and put it in a description right on the document. There’s the vendor name of the telephone and there’s the invoice number 28312. If we look at the description it says attach to bill 28312 for vendor telephone with the date. I just dragged and dropped that onto the Toolbar, I didn’t have to type anything. SmartVault pulled that data out of QuickBooks and puts it in the description of the document. This is actually in SmartVault right now, I could pull up my iPhone and search on that invoice number and pull up all the documents, so this makes it very easy for you to copy documents in. If you’ve got a scanner, it’ll integrate directly with the scanner. Instead of dragging and dropping we can scan directly from your scanner, you can browse and pick any file that you want, and you can scan directly into the SmartVault Toolbar. You don’t have to type in file names; we’ll auto name the file and auto name the description. We’ll take the vendor number and whatever else makes sense out of the transaction and automatically put them in there so you can search on it later. It’s not just for bills; we can go to the employee center and take a look at Jenny Miller. Attached to Jenny Miller’s file in QuickBooks we’ve got three documents: her W4, I9, etc. Again it looks like these are in QuickBooks but these documents are actually in SmartVault available anytime, anywhere.
13:24 Journal Entries
The next part of workflow that I want to show you is using SmartVault for journal entries. A lot of times you’ll do a journal entry in QuickBooks and maybe you’ve got an email from your account, and the account may not remember exactly why you made it. Let’s go into journal entries, and I’m going to go into Outlook and you’ll notice there’s an email here that says we need to make an adjustment for $100 for the November portion of our prepaid insurance. So here is the journal entry right in QuickBooks, I can go into Outlook and drag and drop that email right onto the Toolbar in QuickBooks. You or your accountant can do this, so now we’ve got it attached to the journal entry. Now we can always go back to that journal entry, double click and pull up that email message. Once again, we can store any kind of document in SmartVault: email message, PDF files, Office files, letting us know what that journal entry was for. Just like it did when you attached to an invoice, you’ll notice in the description in SmartVault, it says journal entry and it’s got the entry number. So once again, I can search through my iPhone for A107 for example, and I can pull this document up.
15:19 File Sharing
The next thing I was going to show is doing some file sharing with SmartVault. I noticed in here we had an email from our banker: “Larry it’s that time of year to renew with the bank, please send me your current financial statements.” So let’s get our financial statements together and send to our banker. We probably don’t want to do that in clear text over the Internet when it’s got confidential information. We can use the client portal side of SmartVault to send people a secure link to the document instead of sending the document itself. We’ll go into QuickBooks and print our reports, so I’ll go ahead and do a P & L. I can save it as a PDF file; maybe we want to even save it on our desktop. Let’s go ahead and take a look at our balance sheet and I’ll go ahead and safe that as a PDF too. So we can be working with the PDF file and now we want to send it to our banker, but we want to send it as a secure link. Let’s go to reply, and we’re going to say, “Here is my latest financial statement.
You’ll notice when we’re in Outlook SmartVault actually puts two buttons right inside when you’re sending an email. You can send a link to documents and you can also request that someone send files to us, but what we want to do now is send the two financial statements in a secure way. I’m going to go ahead and click the “Send Link” button. We can send a message to a file that is already in SmartVault; we can also use this to upload files directly to SmartVault and convert them to links right inside SmartVault. I’m going to click “Upload Files” and here’s our desktop and I’m just going to highlight both files and click “Open.” This pulls up SmartVault and you’ll notice it’s taken us inside all of our folders, remember I showed you all of these folders before when we were looking at the SmartVault portal. I’ll click “Upload and Insert Link,” it uploads both files to SmartVault and then tells me Eric doesn’t have access to view that documents, do we want to give him permission to that folder? I’m going to go ahead and click “Yes” which will make sure that he’s invited to that folder.
You can actually grant people permission right from within Outlook to SmartVault folders. Click “Send,” and now if we wait a second here, here’s the email the banker would get. They can click of both of these links to pull the files right up, or they can go to that folder where they can view both of them. Let’s say we just want to see that balance sheet, I can click on it and it will take me to the SmartVault client portal where you just login with your username and password. You’ll notice here that even the login is customized for people you share with. This will take them right into SmartVault to review the document. They can download it, they’ve got that nice viewer, and all of the documents are available. So it’s a safe and easy way to be able to share documents, especially financial documents, with people outside of your company.
20:30 In Summary and how to use SmartVault to backup your QuickBook files
That’s a little about SmartVault in a nutshell, you can see the client portal and how you can organize your documents (not only for internal but for sharing as well). You can see how we integrate with QuickBooks so you can scan all of your documents into SmartVault and forget them, you don’t have to worry about paying for filing. You can make sure you’re always audit-ready with the whole backup attached to the QuickBooks transactions. You can see for example in Outlook and other email systems how you can send secure links to documents to be able to securely share files with people.
The one last time I want to show you is you can also use SmartVault to backup your QuickBooks company file. This is another bonus that you get with SmartVault. You can backup your QuickBooks data as well as store your QuickBooks data. You can either click this and do it manually, now it’s telling me that Larry’s Landscape & Garden Supply is currently in use, and we can’t back the file that’s in use so I’m going to go ahead into QuickBooks and close it. Now if I refresh the list, now Larry’s Landscape & Garden Supply is available. I can click it to back up, we here at SmartVault will remember the last five copies as backup. If you want to keep it forever, maybe it’s a special quarterly back up or annual back up, you can check that check box to make it more of a permanent backup. If you just click that button, we’ll take that QuickBooks data file, zip it up, and make sure you’ve always got a backup. You can even set SmartVault up to where every time you quit out of QuickBooks it will automatically back it up into the cloud. If you’re leaving the office or maybe working from home, maybe your accountant wants to work with your SmartVault data file, they can click one button to restore that company file and get the latest and greatest on their computer too.
22:45 Listener Questions:
Q: What happens if I decide to discontinue my service with SmartVault?
A: With SmartVault, your data is your own so we won’t hold your data hostage. As you saw with that map drive, you can map a drive to SmartVault, and at any time you want you can drag and drop all of those files right into a folder on your local computer. So you can grab all of your files from SmartVault and take them off anytime. It’s really easy to get your files out.
Q: Does this work on a Mac?
A: SmartVault works on a Mac, except for the QuickBooks Integration I showed you. We don’t work with the Mac version of QuickBooks. If you’ve got he Windows version of QuickBooks and you’re using it in parallels on the Mac, the Toolbar integration will work just fine. But we don’t have that Toolbar on the Mac version of QuickBooks; you’ve got to have the windows version of QuickBooks or QuickBooks Online. We work with FreshBooks Zero and other accounting applications, not just QuickBooks.
Q: Does SmartVault backup all data, and not just QuickBooks?
A: You can backup all of your data to SmartVault if you want by just dragging and dropping from your local computer up into SmartVault, but as far as this built-in cool automated backup we’ve got that kind of hard coded in QuickBooks. Normally in SmartVault with your documents is that you keep all of your documents in SmartVault, so you use it as your network file server. You don’t even need to have a local copy of all your documents; you can if you want to but you’re usually working directly online in the cloud with SmartVault. If you put your documents in SmartVault they’re backed up. Every time you upload a file or you’re working in that map drive and save a file to SmartVault, it’s encrypted as it goes over the Internet. It’s always stored in multiple discs, multiple servers, and multiple places even within our data center. There are always multiple copies of all your data that you upload to SmartVault. We’ve got a recycle bin so you can get documents back in case you accidentally delete them. We’ve got version history, so anytime you override a file, we maintain a version history of that document. So your documents are very safe when you’re uploading and working on them in SmartVault.
Q: How does SmartVault compare to e-file cabinet?
A: SmartVault is similar to e-file cabinet in the sense that it’s a place where you can store and manage your documents. For people who do accounting or tax work, SmartVault is really optimized to streamline your workflow. For example, this Toolbar that you’re seeing here inside QuickBooks, and being able to attach things to transactions or bills to journal entries in QuickBooks – you can’t do that with e-file cabinet. Also, usually people really like our portal a lot better; our portal is integrated with a document management system. Their clients love it too. E-file cabinet uses this technology called Silverlight that’s a little outdated for their web-based things and it doesn’t work very well on Macs or a lot of other platforms. I think they stated at some point they’re going to sort of abandon that technology and they’re working on something new for their web-based stuff, but I’m not sure when that’s going to be available. We’ve got an awesome portal with our QuickBooks integration and our integration with apps, which saves you a lot of time. The ability to scan documents into bills and journal entries; you’re basically always audit-ready. You can even run a report that says, show me all of my transactions that don’t have documents attached to them – so where do I not have my backup? You can’t do that with e-file cabinet.
Q: Do you have a CRM app?
A: We do not have a CRM app, but SmartVault integrates with some other CRM applications: results CRM, methods CRM – they integrate with QuickBooks. So the same kind of Toolbar where you can attach things inside he app, we work together with them and it’s pretty cool. For example, inside Results or Methods, you could attach a document to a customer in QuickBooks. Let’s say we’ve got his customer, “Andy’s Candy Shoppe,” you can see we’ve got one attachment here. This is our contract with Andy’s Candy Shoppe, I’ve got right over here a new contract that I can just drag and drop right inside their folder in QuickBooks. Now it’s available to all the CRM apps to integrate with us. Right now, your sales person may go inside Results or Method and immediately see this document attached to the same customer record. SmartVault is the only product on the market that’s got this kind of application integration to really let you have access to all of your documents anytime, anywhere from inside the apps you work with.
If you have any questions that didn’t get answered you an email us at firstname.lastname@example.org
We’ve got a free 30-day trial, so you can go to our website at www.smartvault.com to sign up to try SmartVault and see if it works exactly the way you need it to for your business. Work with the integrations, share documents with people, and we’ll be happy to give you all the support and help you need.