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Getting Started with SmartVault Connected Desktop

Follow this guide to learn what Connected Desktop can do to maximize your workflow. Guide Contents How-to (7) Reference (0) Recent changes View reports Community scoring Content aging How-to articles Finding Clients in Your Client List The Connected Desktop allows you to quickly locate your clients in the Client List pane. Use the Search Bar to filter on any of the three columns—name, ID, or Tax Type. Use the quick search to type in the Client List pane and immediately make that client active in the Document View pane. With either option, you can quickly locate your client even in a particularly long list of clients so you can get to work faster. Additionally, you can filter your clients based on Tax Type using the Client Filter from the View menu. Filter Your Client List by Name Steps Click in the Search Bar to begin typing your search text. Type the name to filter by—either first or last name; for example, to search for all clients with the first name Carl, we type "Carl".   Click the x  icon to clear input from the Search Bar and display all clients again.   Filter Your Client List by ID Steps Click in the Search Bar to begin typing your search text. Type the ID to filter by; for example, to search for all clients having IDs with "000" appearing anywhere in the ID, we type "000".   Click the x icon to clear input from the Search Bar and display all clients again. Finding Files or Folders in Connected Desktop There are two types of searches available for located your files or folders in Connected Desktop. The Global Find tool allows you to search the entirety of your account to locate a file or a folder. The Find tool located in the Document View pane allows you to search for a file or folder within a specific client's vault. The Global Find tool will take longer to process than the Find tool used in a client's vault; you will use the Find tool in a client's vault more often in your daily workflow. You should use the Global Find tool when you are unsure of which client's vault the file or folder is housed in. Getting Files into Connected Desktop You have several options for loading files and folders directly into Connected Desktop. In this guide, we'll review the specific ways to add files while using the Connected Desktop. Any files you add to SmartVault will also appear in the Connected Desktop. You can review several topics for adding files to SmartVault by clicking any of the links collected under the heading Other Methods for Adding Files to SmartVault at the end of this page. Opening Connected Desktop After you've finished with your initial SmartVault setup, you'll open the Connected Desktop and use the reference material here to orient yourself with the basic layout. Included are some troubleshooting tips in case you have any difficulty locating Connected Desktop. Sending Files from Connected Desktop After you store client documents and files with SmartVault, you can then distribute them using the Connected Desktop. The Connected Desktop features three ways for sending files depending on your business needs: Send a file to a user with access to your account (Send link to); Send a file to anybody via your computer's default email client (Email link to); and Send a file as an encrypted email attachment (Mail Recipient) Working with Files in Connected Desktop Connected Desktop lets you work with the documents you store in SmartVault without the need to manually upload and download the files to make changes. From the Connected Desktop, you can open and view files, edit files, and even print files without the need to download the file to your computer; you can even choose the program which which to open your file. Working with PDFs in Connected Desktop Connected Desktop includes a PDF Editor for adding, deleting, and viewing pages in a PDF or document images saved in file types such as .JPEG or .PNG. You can also rotate pages and document images using the PDF Editor in Connected Desktop. Pages can be added from existing files on your computer or from scanning documents using the Scan tool available in the PDF Editor. Open a PDF in the Editor Steps Locate the PDF you want to edit in Connected Desktop.   Right click on the PDF and select Edit.   The Scan Document window opens and displays the pages within the PDF.   Rotate a Page or Pages in a PDF Steps Click on the page you want to rotate. Hold CTRL as you click to select multiple pages at once. Right click within the Scan Document window and select Rotate clockwise.   Alternatively, you can press CTRL+R to rotate the pages. Click the Save button when finished editing the PDF. Delete a Page or Pages in a PDF Steps Click on the page you want to delete. Hold CTRL as you click to select multiple pages at once. Right within the Scan Document window and select Delete selected...   Alternatively, you can press the delete key. Click the Save button when finished editing the PDF. Add a Page to a PDF Steps Click the Browse icon (a folder with a yellow background) next to the Add Existing Files section.   Locate the file to add in your computer's folders; click Open. The Editor adds the existing file to the end of the PDF you are currently editing. Alternatively, you can drag and drop a PDF or image file into the Scan Document window. Click the Save button when finished editing the PDF. Add a Scanned Document to a PDF Steps Under Scanner, select your TWAIN-compliant scanner from the drop-down list. Insert your document into your scanner. Click Scan.   The scanned document appears at the end of the PDF you are currently editing. Rename a PDF Steps Under the Properties section, edit the Name field to rename the file.   Add a text to the Description field to help identify a file when searching Connected Desktop for the file. Click the Save button when finished editing to complete the name change. Change the View of a PDF Steps To make the page larger in the Scan Document window, select a page and right click. Hover on the Zoom to option to expand the menu.   Select a percentage you want to use for viewing the page. To view the page in your full screen, double click on the page. Considerations When editing a PDF in Connected Desktop, certain features used in PDFs might be affected. For example, if you have an annotated or bookmarked PDF, and you delete referenced pages, the bookmarks will no longer function correctly. If adding a scanned document or PDF to an existing PDF, always open the existing PDF first and append pages to the end of the PDF to maintain bookmarks and annotations in the original PDF.  Bookmarks are not currently available in the PDF Editor but are slated for a future release. Add a reference article to your User Guide Reference pages list essential facts about a feature or system. To add a new reference article, follow these steps: Select a topic you want to add the reference under Click on new page at the top of the page Select reference page
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