Release Notes

The November 2011 SmartVault service update (11.111.115.660) includes the updates listed below.

• SmartVault Portal
• SmartVault Desktop Software
• SmartVault Web SDK
• SmartVault Desktop Software SDK

SmartVault Portal

This service update includes the following updates to the SmartVault portal:

• Notfication Enhancements
• Search Enhancements
• Share and Manage Access Enhancements
• Addressed Customer Issues

For a list of known issues related to this service update, see Known Issues.

Notification Enhancements

This service update includes the following updates to notification functionality:

• If you are a user in an account with a Team or Professional plan, you can configure upload and view/download notifications for vaults and folders you have access to.
• If you are a SmartVault Administrator or Vault Manger in an account with a Team or Professional plan, you can configure notifications for other users in the account.
• If you are a SmartVault Administrator in an account with a Team or Professional plan, you can specify whether other users in the account can specify their own notification settings, or if only SmartVault Administrators and Vault Managers can specify upload and view/download notifications in the account.
• All users in an account with a Team of Professional plan can specify how often they want to receive upload and view/download notifications.

Search Enhancements

This service update includes the following updates to search functionality:

• You can now search across all vaults and folders in an account. (Previously, the highest level you could search at was at the vault level, and if you had more than one vault in an account, you had to search each vault individually.)
• If you are a user in an account with a Professional plan, you can perform full-text searches by searching for key words contained within the body of a searchable Microsoft Word, Excel, PowerPoint, or text (.txt) document, as well as search for key worrds contained within the body of a searchable PDF document.
• Existing documents stored in SmartVault have already been indexed as a part of the November 2011 service release. New documents that you upload will be fully indexed for file name, description, and content within two hours after upload completes.
• Search results now include a new column, Folder, which displays the name of the folder the document is stored in.

Share and Manage Access Enhancements

This service update includes the following enhancements to Share and Manage Access functionality:

• When you select a vault or folder in the SmartVault portal, you can now see at-a-glance who has access to the folder and documents stored in the folder.
• You can see who has access through the Manage Group Members option, as well as who has access to the folder through the Share and Manage Access option.
• You can also see the notification settings specified for each user with access to the folder. Access and notification settings are presented in an easy-to-read table, and the table also includes information about whether the user has activated their SmartVault user ID, as well as what type of license the user has.
• When you share a vault or folder with a user, when you click on the down arrow for the Email address drop-down list, you can see existing users in the account.
• When you share a vault or folder, a new option is available, Apply changes to this folder and all subfolders.
• This new option applies, in an additive fashion, the any changes made to this folder to all subfolders.
• For example, if you add a new user, John Smith, and give John Read access to the selected folder, if you then select the Apply changes to this folder and all subfolders, John will have Read access not only to the selected folder, but also to any existing subfolders underneath the folder.
• When you share a vault or folder, the Replace option that was previously available on the Share and Manage Access page Advanced tab is now available directly on the Share and Manage Access page as the Apply changes to this folder and make all subfolder access settings exactly like these option. For example, if you make changes on the Share and Manage Access page and then select the Apply changes to this folder and make all subfolder access settings exactly like these option, the settings on any existing subfolders will be replaced with the settings specified for the selected vault or folder.
• When you share a vault or folder, you can now decide whether or not you want to send an email notification to the user letting them know you have shared the folder with them.
• Sending an email is the default selection.
• However, in some scenarios, such as when you are sharing more than one folder with a user, you may want the user to receive only one sharing email notification, not multiple sharing email notifications, which can be confusing to some users.
• If you clear the Send email notification to user check box, ensure that the user gets at least one sharing notification, either by selecting the Send email notification to user option the first time you share a folder with the user, or by sending the user a link after you share all folders with a user. New users must have at least one email notification, sent either when you share a folder, or as a link after you have shared multiple folders with a user. New users you share with need at least one email with a link to the folder to ensure they are prompted to activate their SmartVault user ID.
• When you create a new vault or folder, SmartVault now displays an option which allows you to specify access and notification settings in one smooth step, enhancing your workflow.
• Links in activation emails that are sent when you first share a vault or folder with a user no longer expire. If you need to have an activation email resent to a user, ask the user to click on the Having trouble signing in link on the SmartVault sign in page at https://my.smartvault.com/.

Addressed Customer Issues

This service update addresses the following customer issues:

• Some customers reported that search indexing was failing for vaults with large counts of documents (~60,000+) and as a result, documents did not appear in search results. With the new search index engine included in the November 2011 service update, search indexing no longer fails in vaults with large counts of documents, and all vaults and documents should be searchable.
• Some customers reported that moving folders using the SmartVault Drive misaligned vault group access where target vault groups did not have access. This issue has now been addressed, and access settings have been corrected for customers who reported this issue.
• Some customers reported that “virtual folder listings” (also known as the “greenlist”) in the SmartVault Drive were not being updated correctly when users were added to or removed from the SmartVault Administrators group or any vault group. This issue has been addressed, and virtual lists are now updated correctly. (Virtual/greenlist folders are folders displayed in the SmartValt portal with a “star” icon, and indicate that the user cannot browse seqentially through the folder hierarchy to view them; instead, since users do not have access to one or more of the parent folders, users “jump” directly to the folder.)
• Referred accounts no longer receive a 10% Affiliate discount. However, those accounts already getting a 10% Affiliate discount will continue to get the discount.

Known Issues

This service update has the following known issues:

• When you browse vaults and folders in the SmartVault portal, pages update more slowly since they now contain more information about user access, notifications, licenses, and activation status. The Share and Manage Access page also displays more slowly because this page also now contains more information and settings related to user access and notifications. Typically users may see that it takes an additional 1 to 3 seconds for pages to display, depending on network throughput.
• When you edit access settings on the Share and Manage Access page and use the Apply changes to this and all subfolders option, if you have a large number of subfolders (greater than 100), the update to the access settings on the subfolder will fail and only the edited folder will be updated. Note: This fails only when you are changing user settings. This works correctly when you are adding or removing users.
• When you search for documents in the SmartVault portal, if the document is stored in the root of the vault, no value displays in the Folder column in the search results list. However, if the document is stored in a folder, the name of the folder displays in the Folder column.
• When you perform a search across an account or vault that contains a large number of vaults or folders, when you search across a folder than contains a large number of subfolders and documents, it can take several seconds before search results display. For example, in a search that includes thousands of documents and folders, it may take longer then 20 seconds for search results to display.
• Share and Manage Access and Add User dialog boxes may display slowly on slow networks. In addition, if you have a large number of users with access to the folder, or if you have a large number of users in the account, it may take up to 8 seconds for the Share and Manage Access and Add User dialog boxes to display.

SmartVault Desktop Software

No updates were made to the SmartVault Desktop software during this service update.

SmartVault Web SDK

No updates were made to the SmartVault Web SDK during this service update.

SmartVault Desktop Software SDK

No updates were made to the SmartVault Desktop Software SDK during this service update.