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Changing Hubdoc's upload / Destination Folder within SmartVault



Overview

This guide will show you how to change which folder within SmartVault your Hubdoc files are uploaded to.  Before sending over your first batch of Hubdoc files, look through the Considerations section at the end of this guide as it will help you decide which folder location might be best for you depending on your workflow.

Steps

  1. Login to your Hubdoc account.  (Link to main Hubdoc login page)
     
  2. Click on the Accounts link in top right corner

     
  3. Click on the Destinations tab within the pop-up window

     
  4. Scroll down until you see the SmartVault logo and click on the Change link next to the Destination Folder heading.

     
  5. Type in the full path to the upload folder you would like to make the new Destination Folder.  
    • The names of the vaults/folders in the file path must be copied exactly as they appear in SmartVault (including spaces and special characters)

      Examples:

      If your SmartVault account DOES NOT have access to the SmartVault Dashboard and you were trying to select a folder within "Sally's Salon" called "Upload to Accountant" as your new Destination Folder, the file path would be:

      Sally's Salon/Upload to Accountant



      If your SmartVault account includes access to the SmartVault Dashboard and you were trying to select a subfolder within "Lennox, Annie" called "Source Documents" as your new Destination Folder, the file path would be:

      Clients/I-L/Lennox, Annie/TY16/Source Documents 

 

That's it - you've successfully changed which folder Hubdoc uploads files to within SmartVault

 

Considerations

The location of  your Hubdoc Destination Folder can greatly impact your workflow within SmartVault, so consider how you are going to use the files pushed from Hubdoc before you select your Destination Folder.  If you look at the screenshot in Step 4 above, you will notice that to the right of the highlighted Change link, Hubdoc gives you the ability to just push files or entire file and folder structures to SmartVault.

 

Sample Usage Case #1
If you are already using SmartVault's integration with FreshBooks, Reckon Accounts, QuickBooks, QuickBooks Online, or Xero, then you can save yourself several steps by designating the existing "Inbox" for their company file as the Destination Folder.  That way bills, receipts, bank statements, and more will be waiting for you in your client's "Inbox" whenever you are ready to create new entries.  Here is what a possible file path to the Inbox folder of a QuickBooks company file might look like:

 

Clients/I-L/Larry's Landscaping/Applications/QuickBooks/Larry's Landscaping/Documents/Inbox

 

Please Note: because of the non-mutable properties of the Inbox folder within a company file, you CANNOT create folders within it.  If you push entire folder structures from Hubdoc to a SmartVault Inbox, the files within the folders will upload, but the folders will not.  You can push entire file and folder structures from Hubdoc to a normal folder in SmartVault, but not to any of the 'special' folders listed under "Documents" within an attached company file.


Sample Usage Case #2

If you are using SmartVault for long-term storage and do not plan to share the files with your end clients, then manually creating a vault or folder called "Hubdoc" and making it your Hubdoc Destination Folder might be sufficient for your needs.


Sample Usage Case #3

If you intend to use the files from Hubdoc for a specific client, you should designate a folder within that client's vault as the Destination Folder.  The two file paths demonstrated in Step 5 above would help you gather your client's files in folders where you already store their data to work on their payroll or income taxes, for example.

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Last modified
22:19, 25 Oct 2016

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