Typically, you'll send tax returns to your clients, and the best way to complete that action is by using the SmartVault Portal. We'll cover that in this guide a little later.
However, you might need to send other types of documents to your clients or employees. The Connected Desktop has several choices for sending files in various ways: send files to your own computer, your clients, your employees, or to anyone via email. When sending files to your employees, clients, or other email recipients, Connected Desktop sends a link to your file within SmartVault so confidential files remain encrypted and unaccessible to those who should not have access.
We'll only review the method for sending files from the Connected Desktop to your tax clients. See this article if you'd like a more in-depth look at the various ways to send files from the Connected Desktop.
Send a File to a Tax Client via Email
Since you've yet to invite any of your clients to view your SmartVault account, we won't actually send any files from the Connected Desktop. However, once you've invited your tax client to view his or her client vault in your SmartVault account, you can then send documents (except for tax returns) to your client. We'll cover inviting your tax clients in a later section of this guide.
- Locate the file you want to send to your client in the Connected Desktop.
- Right click on the file and hover over the Send to option to expand the menu.
- The Connected Desktop has 3 different ways of sending out files to clients. The three options we have are Send Link To, Email Link To and Mail Recipient:
Send Link to:
Displays a window for selecting an existing clients that currently have access to the vault with the option to type in a message.
Email Link to:
Creates a new email using your default email application—for most Windows users this will be Outlook. automatically fill using the email address stored for your client.The message will include an automatically generated subject, message, and link to the file in the SmartVault Portal. The email address will automatically fill using the email address stored for your client.
You may need to securely send a document to someone who has not been invited to your SmartVault account (a client's banker, for example). From the SmartVault Connected Desktop, you can send password-protected PDF files (other file types are not yet supported) to non-clients/guests of your SmartVault account via your computer's default email client (you cannot use Gmail or any other browser-based email service).
Before sending, you can make document and page-specific changes, such as including/excluding annotations, deleting a page, editing the pages sent and editing a page's orientation. Click here to see a full article of Mail Recipient.
Note: the options for sending files from the Connected Desktop under the horizontal bar are generated by your computer's operating system and will vary depending on the programs you have installed. Please view this warning before using any of those options.