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Uploading Documents Using the SmartVault Inbox

Overview

Getting paper documents into a digital format is one of the main challenges for achieving a paperless office. With the SmartVault Inbox, users can quickly scan and upload documents into the SmartVault client portal. Once documents are in the client portal, they are ready for further processing by another person, such as an accountant or bookkeeper. Accountants love using the SmartVault Inbox with their clients because it is simple enough for the clients to use, increases efficiency, and reduces the burden of scanning.
 
For example, assume that your company has created a file structure where each employee in the sales department has an Expense Receipts folder. Each employee is responsible for scanning and uploading all of their expense receipts into their Expense Receipts folder by the end of the month. At the end of the month, the bookkeeper reviews the employee receipts, then attaches the electronic receipt to the appropriate QuickBooks entry.
 
Watch a video on using the SmartVault Inbox:


Steps

  1. Install the SmartVault Desktop software. See Installing the SmartVault Desktop Software.
  2. Verify that you are signed in to your SmartVault account. See Signing in to SmartVault.
  3. On the SmartVault Launchpad, click SmartVault Inbox.
  4. Select the All Folders tab to upload to folders in SmartVault.
  5. Click on the right-facing black arrows to navigate to and then select the folder in any Vault where you want to upload your document.
    Inbox.jpg
     
  6. If you want to upload a document stored on a drive on your local computer or on a network drive, complete the following steps:
    a. Click Add.
    a. Click Browse.
    b. Browse to the location of the document you want to upload, select the document, and then click Open.
    c. In the Name field, specify a name for the document.
    d. In the Description field, specify a description for the document.
    e. Click Accept.
  7. If you want to drag and drop a document from your computer desktop or from folder on your local computer into a selected vault or folder in the SmartVault Inbox, complete the following steps:
    a. Select the document on your computer desktop or in a folder on your local computer.
    b. Drag and then drop the document into the SmartVault Inbox.
    c. SmartVault automatically uploads the document into the specified vault or folder.
  8. If you want to drag and drop a document attached to an email in Microsoft Outlook, complete the following steps:
    a. Select a document attachment in a Microsoft Outlook email.
    b. Drag and then drop the document into the SmartVault Inbox.
    c. SmartVault automatically uploads the document into the specified vault or folder.

Considerations

The largest single document that can be uploaded using the SmartVault Inbox is 2GB.

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Last modified
08:31, 4 May 2017

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