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Sending Files to Clients – using the Outlook Plug-In



This tutorial shows you how to use SmartVault's plug-in for

Microsoft Outlook to send files to, and receive files from, you clients.


If no video appears, click here to view this video.


0:00 Intro

This tutorial will show you how to use the SmartVault Plug-In for Outlook to send links to files and folders to your clients. So I’m going to go ahead and click on a new email, and when you’re looking at a new email inside Outlook, the SmartVault Plug-In will appear. As you can see there are buttons to send links, and to request people send links to you.


0:24 Inserting a Link into a Document 

Let’s say we’ve got this email for Lester Flatt, and I’ve got a deduction schedule here on my desktop I want to send. I need to insert the link into the document, but in this particular case the document isn’t in SmartVault yet. It’s still on our desktop; so click the “Send Link” button down arrow to see some different options. The first option: “Send Message with Links” does the same thing as just clicking the button. “Insert Link” will embed a small link, which we’ll take a look at later. “Upload Files” let’s you upload files. If this was an email someone has sent you that you were forwarding, and there were attachments “Upload Attachments” would let you upload those attachments to a file and convert them to links.


1:29 Upload Options

We’re going to go ahead and click “Upload Files” because we want to upload these off the desktop. Once I pick the file, it’s going to ask me what folder I want to put it into. I’m choosing Lester Flatt’s TY13 folder. If you check the “Edit upload options, including file name and description” box, it will let you edit some of the options when we upload them. Let’s go ahead and click “Upload and Insert Links” and see what happens. Since I selected the check box earlier, it’s going to let me pick the file name and even add a description if I want. Clicking “Continue” will upload the document to SmartVault, place it in that folder, and put a link right inside that email.

Let’s see what it looks like from a couple of different options. If we just click on the “Send Link” button, we can pick a file or folder (we’re picking the deduction file again), and it will embed the link right there. Let’s say we don’t want all of this fluff, we just want the link to the file. Just click the down arrow on the “Send Link” button and select “Insert Link” to get a simple embedded link. There are several different ways you can use the Outlook Plug-In to send links in different styles and even upload files right from within the Outlook Plug-In to your client.


3:57 Requesting Files

Let’s say we want Lester to send us files, maybe we want him to upload all of his K-1s. In that case, instead of sending the “Send Link” button, I’m going to go click “Request Files.” This will let us pick a folder; we’ll go with the “Source Documents” folder. That’s the folder the client cannot only read files in, but our client will also be able to upload the documents to that folder. This will send a link to a folder with a message “to upload files, click the link below.” Then we can see what this link looks like to the client; if we click on that “Source Documents” link, it takes them right to the folder where you can click the “Upload File” button, and upload files right to the SmartVault portal.                                     


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