From the category archives:
Learning Center
The SmartVault Plug-in for Microsoft Outlook supports the following versions of Microsoft Outlook:
- Microsoft Outlook 2007
- Microsoft Outlook 2010
This page provides some additional information about the SmartVault Plug-in for Microsoft Outlook, along with a link to download the plug-in.
If you are an existing SmartVault user who uses Microsoft Outlook and you want to learn more about the new SmartVault Plug-in for Microsoft Outlook, released in February 2012, this session is for you!
During this 50-minute session, you will perform the following tasks:
- Learn more about the capabilities of the plug-in.
- Review plug-in requirements and known issues, then download and install the plug-in on your computer.
- Learn how you can use the plug-in to send secure links to documents stored in SmartVault directly from within Microsoft Outlook.
- Learn how you can request that users upload files securely to a folder in SmartVault for you to review and process.
- (optional) Learn how you can customize the auto-text font, font size, and color used in the auto-text the SmartVault Plug-in for Microsoft Outlook automatically inserts into email messages.
The SmartVault Plug-in for Microsoft Outlook gives you the ability to:
- Upload files securely into SmartVault
- Send secure links to files and folders in SmartVault
- Request that someone send files to you using a link to a secure folder
- When forwarding an email with attachments, convert the attachments to secure links
- Grant email recipients upload or download permissions to folder
You can search for documents uploaded into vaults and folders in the SmartVault portal by searching using the following items:
- By document name
- By one or more words in the document name
- By file extension, such as
.doc,.jpg, or.pdf - By one or more words in the document Description field
- If you use QuickBooks, you can also search for notes associated with entries in a QuickBooks company file by searching for text in the note.
Full Text Search Capabilities
If you are a user in a SmartVault account with a Professional plan, you can also perform a full-text search for searchable documents by searching for key words contained within the body of a searchable Microsoft Word, Excel, PowerPoint, or PDF document in the SmartVault portal.
The following videos show how you can configure upload and download email notifications in SmartVault.
Configuring Your Upload and Download Notifications
You can configure notifications so that you automatically get an email notification when documents are uploaded or downloaded in vault and folders you have have access to.
View Video Tutorial 
View Written Instructions
Configuring Upload and Download Notifications for Other Users
SmartVault Administrators and Vault Managers can specify that they want users, clients, and guests with access to a vault or folder to automatically receive upload and download email notifications.
View Video Tutorial View Written Instructions
Specifying Upload and Download Email Notification Frequency
You can specify how often you want to get upload and download email notifications.
View Video Tutorial View Written Instructions
Specifying Account-Level Notification Preferences
SmartVault Administrators can specify whether they want to allow users in the account to configure their own upload and view or download email notification settings for vaults and folders users in an account have access to.
By default, all users in the account, including users with client and guest licenses, can configure their own upload and view or download email notification settings for each vault and folder they have access to. However, SmartVault Administrators in an account can specify that only Vault Managers and SmartVault Administrators can configure upload and download email notifications.
Using SmartVault in hosted environments is easy, but make sure you understand the following key items when you use SmartVault in your hosted environment:
- Installation of the SmartVault Desktop software, which includes the SmartVault Toolbar and SmartVault Inbox, should be done in both your hosted environment and on your local computer.
- Some hosting providers do not allow you to map a SmartVault Drive in your hosted environment.
- The process for scanning and attaching documents to QuickBooks entries and for scanning documents into SmartVault folders is different in hosted versus non-hosted environments.
- Some hosting providers do not allow you to back up and restore QuickBooks company files using SmartVault.
Individual or group training for SmartVault account owners and SmartVault Administrators
Once you install the SmartVault Desktop software and add your QuickBooks company file to SmartVault, you can upload and attach documents to more than 30 different types of QuickBooks entries using the SmartVault Toolbar.
Required Prior to Scheduling Client Training with a SmartVault Training Specialist
Want to offer your clients live training on SmartVault, but not sure you have the time or expertise? Let a SmartVault training specialist help!
SmartVault offers training sessions for firm users, clients, and guests in a SmartVault account. There is no cost for these training sessions for customers on a SmartVault Team or Professional plan.
Client Training Options
If you have a SmartVault Team or Pro plan and you are interested in working with a SmartVault training specialist to offer training to your clients, you can choose from one of the following options:
- You can lead the training session, but have a SmartVault training specialist available during the session to answer any in-depth questions that may come up as needed.
- You can introduce, or “kick-off” the training session, but then turn the session over to a SmartVault training specialist, who will lead participants through the rest of the session. In this scenario, you are available to answer any firm-specific questions around workflow and usage, but the SmartVault training specialist covers the majority of the technical training.
SmartVault training specialists are happy to help you with these types of sessions. However, you must have a short meeting (30-50 minutes) with a SmartVault training specialist prior to scheduling a training session for firm users, clients, and guests.
This ensures that your firm user, client, and guest training session is as effective as possible. It also helps ensure that the SmartVault training specialist has the information they need to help make your session a success.
Session Agenda
During this session, you will work with a SmartVault training specialist to perform the following tasks:
- Review your goals for using SmartVault, how you want to use SmartVault in your business, and your current SmartVault workflow
- Review the workflow you want firm users, clients and guests in your account to use with SmartVault
- Verify that your SmartVault account is configured to support your workflow
- Discuss and confirm the agenda you want to use for your session
After the agenda review and discussion with the SmartVault training specialist, the SmartVault training specialist will send you GoToMeeting connection information for your session. You can then forward this information on the the firm users, clients, and guests you want to invite to your session.