Client Portal Software

A client portal should empower you to request specific documents and/or a standard group of documents from multiple clients at once. Built-in templates can help ensure you don’t spend time manually asking for documents again. The most powerful solutions can also send notifications to clients, gently reminding them to complete a given action item. The system should also automatically notify you when documents are received and downloaded.

At a higher level, when you make things easier for clients, they may be encouraged to return and refer your business to others — which better positions your business to thrive. SmartVault’s customizable client portal delivers capabilities that make it easy for your clients to securely share files and collaborate with you online.

Using a client portal can help you:

Prevent loss of files and emails.
A client portal allows both you and your clients to send, receive, and access documents from one, easy-to-view location.

Access files anytime, anywhere.
Don’t lose valuable time because a file exists only on one machine that might be temporarily inaccessible, or worse, destroyed.

Sign documents instantly.
No longer do you need to spend hours or even days printing, scanning, or mailing documents. Built-in tracking allows you to see who has opened or signed a document.

Back up files along with version history.
Document version history provides a backup of your files in case of deletion or errors in recent versions.

Organize files automatically.
Documents are filed automatically to the correct folder.

Send batch communications.
Save time by automating the distribution of routine documents to clients. Send documents to 5, 50, or 500 clients with a single click.

Automate notifications.
You and your clients know right away when a file is uploaded, downloaded, or signed thanks to automatic notifications.

Are client portals a secure way to work online?
A client portal that’s built with security and compliance in mind will offer the following measures:

Encryption of data during transit and while at rest.
When sensitive data is at rest or being exchanged over the internet, it’s crucial that your data is encrypted every step of the way so no one can hijack your information and use it for malicious purposes. By using advanced encryption methods such as SSL and AES-256, a cloud DMS could provide stronger protection for your data.

Controlled access to information.
How your information is stored and who has access to your information are critical to your overall security and compliance framework. With a security and compliance-first cloud-based DMS, you can easily set granular access permissions to folders and documents, then allow access to files through authenticated logins only. These added security and compliance steps help enhance your data and document security measures, which could help you stay more compliant with various regulations.

Secure data backup.
Your documents and metadata are always stored using highly redundant replicated storage. Multiple copies of metadata and documents are stored in multiple geographical locations and backed up regularly to ensure data availability.

An activity log.
An activity log is an automatically generated, time-stamped trail of all activities that happened in your document management system. It tracks all events from all users — including document creation, download, and deletion — and generates an audit trail of what’s happening in your account. No person, including the engineers of the platform can make any changes to this trail, making it the authoritative record for auditing purposes. This feature is a requirement from several industry-specific compliance regulations. Depending on your industry, it could very well be the single most important determining factor during your cloud DMS vendor selection process.

Unlimited Cloud Storage
Standardize and centralize documents with unlimited online document storage.

Unlimited Number of Users
A client portal should scale with you as your business and clients grow.

Secure File Sharing
Share files in the cloud without compromising on security.

Custom Branding
Give your clients a secure, easy, and professional way to collaborate with you in the cloud.

Customizable Folder Templates
Streamline your client onboarding process with templates that auto-create folders based on client type.

Mail Merge and Email Templates
Distribute documents in bulk to one or all of your clients.

Document Request Lists
Simplify how you request, collect, and manage client-prepared documents.

AutoFiler
Automatically route files to the right folder for the right clients.

eSignature Integration
Send documents for signatures, approvals, and payment, and route them back to SmartVault automatically.

Activity Alerts
Get notified via email when documents are uploaded or downloaded.

Full Text Search
Find the file you need, when you need it. Search on file names, tags, and even text within the file.

Mobile Apps
Access your files anytime, anywhere from a mobile device.

Bank-level Security
Files are automatically backed up and encrypted using bank-level AES-256 bit encryption.

Activity Reports
Automatically generate a timestamped audit trail of all activity.

Microsoft Outlook integration
Automatically file email conversations with clients into their SmartVault folder.