This tutorial shows you how to use SmartVault as your network file server, using the SmartVault mapped drive on a Windows PC to view and edit files.
This tutorial will show you how to use the SmartVault Drive, essentially using SmartVault as your network file server. In this case, we’ve got our client Lester Flatt, and we’ve printed out Lester’s tax returns to SmartVault, but before we send Lester’s tax return to review, I want to move some pages around and edit the PDF file. We’ll go ahead and do that from the mapped drive, so I’m going to minimize the portal.
0:25 Mapping the SmartVault Drive
There are a couple of ways that you can map the drive in SmartVault; one is from the SmartVault system tray icon. We can right click the SmartVault system tray icon, and you can see we can map the SmartVault drive from here. Another way is from the Launchpad. I’m going to go ahead and double click the Launchpad icon and pull up the Launchpad, and there you can see we have the option for the SmartVault Drive.
We’ll go ahead and click SmartVault Drive, and the default is the letter “Z” is going to have our Z drive mapped. You can see there’s an option here to reconnect when we sign in to SmartVault. With these default options, basically every time you log in to your computer, your Z drive will automatically be mapped to SmartVault just like a network drive. So we’ll click “OK” and you can see our Z drive is mapped to SmartVault.
We can browse around and let me go ahead and pull up the Portal and remind you what that folder structure looked like inside. So you can see we’re drilling down through all those same folders.
Whatever I can see in the Portal, I can also see through SmartVault’s map drive, and essentially it’s a very handy way you get the control and security of a document management system, but you’ve got the ease of use of just working with your windows or Mac operating system to edit files. A couple of things you can do that will work with any file in your file system.
For example, we’re going to be working with Lester’s files a lot, so I’ll take this folder of Lester’s and I’ll drag and drop it. If I do a control left shift instead of copying it, which we don’t want to do, it will create a link on my desktop so there’s a shortcut. We’ll say this is “Lester’s Tax Files.” So now even if I’ve got that mapped drive closed, whenever I want I can click this and go right to Lester’s files right here. We can also add these folders, maybe Lester’s paper folders to our favorite’s area right here by putting it right there, and we’ll rename it Lester’s Work Papers.
2:31 Editing Documents
Let’s take a look at editing the documents. We’ve got a PDF file that I’m going to go ahead and double click here. I use Adobe Acrobat, and it pulls Adobe right up to where you can look at all of the pages. So let’s say I don’t really like the way the pages are ordered here by default. I want to move this first page down, and let’s go ahead and put a watermark. I’ve got my “client copy” watermark I want to go ahead and put on here. I can do annotations, highlights, and make notes, so I’ll edit the document to have it just like I want it. I’m going to go ahead and click “Save,” and the document is being saved to the map drive right back to SmartVault.
We can also work in pretty much any kind of file you can put in here; for example, a Microsoft Office document. Here I’ve got an Excel spreadsheet with a new schedule for Lester and I’m going to go ahead and copy that. If I left shift I can actually move it right to SmartVault and take it off my desktop. So here’s this new schedule; we can double click it and open it. Now you’ll notice in Microsoft Office documents, when you edit them in the map drive, windows will pop up for you to confirm your credentials; all you need to do is click “OK,” as it just does that the first time you open up a document in Excel or Word. That has to do with how the SmartVault map drive actually emulates SharePoint, so if you have applications that work with SharePoint, they should be compatible with the SmartVault map drive as well. So here we’ve got our schedule, maybe there’s something you want to highlight, I’ll click “Save,” and we’re done. Again, very simple but we’re actually working in SmartVault.
4:18 Checking on Edits and Different Versions
To show you that the files are really there, let’s go back to the SmartVault Portal. Now you’ll notice we don’t see the files now. If your view in the Portal is not up to date, all you have to do is click “Refresh.” You can either click on the folder, or there’s always a “Refresh” task here you can use.
So let’s click on the client copy, and you’ll see that our watermark and our edits are there. Here we are with these edits and you can see this is now the second version of the document. We can always click that version number to go back and look at a prior version. So here is the schedule we’ve got for Lester, let’s go ahead and send him a link; “Please review the numbers in this spreadsheet - especially the yellow one. Thanks.” And click “Send.”
So that’s how easy it is to use the SmartVault mapped drive with your documents in SmartVault. Again, it’s really handy and very convenient because you’ve got both the security of having your documents in a document management system with version control and full auditing with the convenience of just working on your local computer in a network drive.