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SmartVault Release Notes for October 2014

October 2014 SmartVault Service Update

Release Date: October 30, 2014

This release introduces two changes for all SmartVault customers as well as about a dozen bug fixes and new features for customers on SmartVault subscription plans for Intuit Lacerte and ProSeries Tax:

For administrators and vault managers using the SmartVault portal: (see bottom of the list for details)

  • To improve performance, the portal now has a ‘View Access and Notifications Settings’ button.
  •  “Share and Manage Access” has been replaced with “View Access and Notification Settings”.

For customers on SmartVault plans for Lacerte and ProSeries Tax:

  • Connected Desktop is now live.
  • You can now complete your DMS migration using a self-paced guide.
  • Bulk assignment of employees to clients and creating new Tax Engagements using multi-select.
  • The Folder Template Editor new supports the ability to delete folders in a template.
  • You can now invite your client contacts to SmartVault from the Client Profile in the Dashboard.
  • Additional Engagement types are now supported (e.g., Accounting Services, Payroll).
  • You can now merge clients in cases where duplicate clients exist.
  • An ‘Add User’ button has been added to Share and Manage Access.
  • Bug fixes


Connected Desktop is now live:

For SmartVault Tax Plan users, we’ve created a powerful new tool: the Connected Desktop. The Connected Desktop is a Windows app that connects to your SmartVault data in the cloud. See below for a list of new features to streamline and speed up your workflow:


  • Lightning fast searching, sorting and look-up of clients by client name or ID
  • Scanning directly to a folder in SmartVault
  • Expand/collapse all folders for a client – including ‘expand all’ by tax year
  • Drag and Drop from your desktop – including entire folder structures – to SmartVault; you can also drag and drop from the Connected Desktop to your local computer.
  • Open, edit and save files back to SmartVault – faster and easier than using the SmartVault mapped drive
  • Email a link to a document from the Connected Desktop
  • The scanning feature will now include the ability to append scanned pages, PDFs, or document image files to a previous scan and to delete, reorder, and rotate pages on the fly.


Visit the Connected Desktop New User Guide to learn about these new features and to use the Getting Started tutorial to get you up and running quickly with everything Connected Desktop has to offer.


You can now complete your DMS migration using a self-paced guide:

Previously, you could only complete your DMS migration by scheduling an appointment with members of our Migration Team. While this option is still available, you can now complete your DMS migration on your own timetable by following the self-paced DMS migration guide available from the Import Data tool on the SmartVault Launchpad. Visit Getting Started with Your DMS Migration for more information.

You can use the Portal Dashboard to assign employee(s) to clients in bulk and to add Tax Engagements to clients in bulk:

Previously, you could only add new tax engagements (e.g., “FY2014” folders) and assign employees to clients one at a time. You can now multi-select a group of clients from the Client Dashboard and perform these operations in bulk on a group of selected users. 

The Folder Template Editor has a new Delete option for folders in a template:

You can now remove folders within a folder template directly from the Configure Node button while editing your folder templates in the Folder Template Editor.


Invite your clients from the Client Profile in the Dashboard:

In the SmartVault Portal, you can invite your clients to view their shared folders right from their Client Profile on the Dashboard, accessible when you edit your client’s information. 

Create new Engagement types:

You can now create additional engagement types: Financial Services, Investment, Payroll, Sales Tax, and Wealth Management— all in addition to Income Tax.


Merge clients in cases where duplicate clients exist:

You can now merge multiple clients in the Client List View by multi-selecting. This is useful for cases in which duplicate clients might arise; you can merge those duplicate clients.

Add a user from the Share and Manage Access panel for tax plan users:

You can once again add a user (who does not currently have access to a folder) to a folder from the Share and Manage Access option available on the right click menu and folder task menu when you have selected a client vault or a folder.


To improve performance, the portal now has a ‘View Access and Notifications Settings’ button:

Previously, any time an administrative user clicked on a folder in the portal, the list of users with permissions to the folder would be displayed. For folders with many users having access, the time to compute this list could slow down the display of the screen and was becoming a drag on performance for all users of the system. Now, this list is only displayed if you ask for it, and a new “View Access and Notification Settings” button has been added for this purpose. For step-by-step guide for this change, see View Access and Notification Settings.


“Share and Manage Access” has been replaced with “View Access and Notification Settings”:

As part of the change described immediately above, The “Share and Manage Access” task in the portal has been changed to “View Access and Notification Settings”. You now first view the access permissions and get to ‘Share and Manage Access’ from an “Edit” button on the ‘View Access and Notification Settings’ window.


The following bugs were fixed with this release:

  • The issue involving some accounts with large amounts of duplicate clients has been resolved. If this issue affects your account, contact support to resolve this issue.
  • Creating a new folder in client’s vault from the Portal no longer automatically sets the folder to inherit the Client Contacts group.
  • The Custom Email Template no longer requires a Government Tax Return.
  • The Manage Bill page now displays if an account is set up with annual or monthly billing.
  • The Payment Info screen now shows the plan and account name.
  • Restoring from the recycle bin now causes a folder to inherit as if it were a new folder.
  • Fixed an issue with removing a license for Intuit Tax accounts.
  • The client copy feature no longer produces duplicate clients when used in Lacerte or ProSeries.
  • Fixed an issue preventing some contacts to be invited to more than one client vault.
  • Non-administrator users can now print and import clients.


Release Date: October 27, 2014


This release introduces changes for SmartVault customers using the Outlook Plug-in. Here’s a summary of what’s new:

  • You can now upload emails to SmartVault (not just attachments).
  • The Outlook Plug-in now appears on the Outlook Mail home screen.
  • Users can choose the default action for overwriting files when uploading from Outlook.
  • Bug fixes


You can now upload emails to SmartVault (not just attachments):

Previously, you could only upload attachments. With this release, you can upload the actual email message (.msg files) to SmartVault. You now have the choice of either uploading the attachment or uploading the email itself to SmartVault. You can also select one or more messages from the Outlook Message List and upload these emails (or attachments) all at once.


The Outlook Plug-in now appears on the Outlook Mail home screen:

Previously, there was no SmartVault button on the Outlook Mail home screen. Now that we have an option to upload email messages, you really need a SmartVault button when viewing your list of email messages; so we added a button on the Outlook Mail home screen. If you are using Outlook 2007, the Outlook Plug-in appears as an additional menu option on the Outlook Mail home screen. If you are using Outlook 2010 or above, the Outlook Plug-in button appears at the end of the main toolbar on the Outlook Mail home screen.


Users can choose the default action for overwriting files when uploading from Outlook:

By default, when you upload a file from Outlook to SmartVault, and the file has the same file name as an existing file in SmartVault, the new file overwrites the existing file. You can now choose to change this default from the setup option in any of the SmartVault buttons in Outlook.


The following bugs were fixed with this release:

  • If the email address you entered in the Outlook Plug-in was not associated with a valid SmartVault user ID, or your PIN code was not valid (for example, the Outlook Plug-in’s security permissions had been revoked), you would receive an erroneous “Server Not Available” error message. In this case, the Outlook Plug-in would not let you re-enter your user email address or get a new PIN code unless you unchecked the “Remember me” checkbox. This bug has been fixed and now lets you get a new PIN code so you can authorize the Outlook Plug-in to access your SmartVault account.
  • Renaming a folder with a blank space no longer causes an error.


Important Information about Hosting

SmartVault currently does not support the Lacerte and ProSeries integration in a hosted environment due to technical issues.

See this topic for more details. ​Can I use the SmartVault - Lacerte/ProSeries Integration In Hosted Environments?


Important Information about retiring platforms

The following platform support either has been retired or will be retired in the upcoming months:

  • Microsoft Windows XP for the SmartVault Desktop client – June 2013
  • Internet Explorer 9.0 for the SmartVault Client Portal – October 2013
  • Microsoft Vista for the SmartVault Desktop client – November 2013
  • Windows 2003 Server will be dropped – June 2014
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