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Request Files Using the SmartVault Outlook Plug-in


If you have the SmartVault Plug-in for Microsoft Outlook installed on a computer where Microsoft Outlook is installed, you can request that someone securely upload documents to a specific folder you have created in SmartVault directly from within Microsoft Outlook.



To request files using the SmartVault Plug-in for Microsoft Outlook:

  1. Download and install the SmartVault Plug-in for Microsoft Outlook.

  2. Open Microsoft Outlook.

  3. Create a new email.

  4. In the To field, specify an email recipient.

  5. On the SmartVault area of the Microsoft Outlook Toolbar ribbon, click Request Files.

  6. Browse to and select the folder where you want the email recipient to upload the files, and then click OK.

    • If the email recipient does not have access to the folder, SmartVault displays a warning message and asks you if you want to add the email recipient to the folder.

    • If you want to give the email recipient access to the folder so they can upload files, click Yes.

  7. The SmartVault Plug-in for Microsoft Outlook uploads the file into SmartVault.

    • If the email recipient is not already a user in your SmartVault account, SmartVault automatically adds the email recipient to your account as a guest user with Read and Create (upload) access permissions on the folder.

    • SmartVault also automatically sends a sharing notification email to the email recipient prompting them to create a SmartVault user ID and password.

    • As soon as the email recipient creates their SmartVault user ID and password, they are taken directly to the folder where you want them to upload files.

    • If the email recipient is already a user in your SmartVault account, SmartVault uses the existing license type the user already has in your account (user, client, or guest) and gives the user Read and Create (upload) permissions on the folder.

  8. Click Send to send the email request.

When to use

  • For example, assume that Carol Jones is working on the tax return for Larry’s Landscaping when she realizes that she is missing some 1099 forms for landscaping services Larry provided to some of his clients last year.

  • Since Carol already has the SmartVault Plug-in for Microsoft Outlook installed, Carol simply opens up Microsoft Outlook, creates a new email, types Larry’s name in the To field, and then clicks the Request Files icon in the SmartVault area of the Microsoft Outlook Toolbar ribbon.

  • Carol then browses to and selects the folder that she has created, Docs for Carol to Review, where she wants Larry to upload his files.

  • The SmartVault Plug-in for Microsoft Outlook inserts a message with a link to the folder and some auto-text that explains that Carol wants Larry to send Carol some files using SmartVault.

Note:You can customize the background color, font color, and font used for the auto-text in the email. 

  • Since Carol put Larry’s email address in the To field, SmartVault also checks to see if Larry already has access permissions to the folder. If Larry doesn’t have access to the folder, SmartVault prompts Carol to grant Larry access permissions to the folder.

  • Carol then sends the email with the auto-text message and link to the folder to Larry.

  • When Larry clicks on the link, the following actions occur:

    • If Larry already has a SmartVault user ID, one of the following actions occurs:

    • If Larry is already signed in to the SmartVault Portal, he is taken right to the folder where Carol wants him to upload his documents.

  • If Larry is not already signed in to the SmartVault client portal, Larry is taken to the SmartVault client portal sign in page. After he signs in, Larry is then taken right to the folder where Carol wants him to upload his documents.

  • If Larry does not already have a SmartVault user ID, SmartVault first prompts Larry to create a SmartVault user ID and password. After he creates his SmartVault user ID and password, Larry is taken right to the folder where Carol wants him to upload his documents.

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