You can use the Outlook plug-in to send a request to upload documents to a specific SmartVault folder directly from Outlook.
Requesting Files Using the Outlook Plug-in
1. Download and install the Outlook plug-in.
2. Open Outlook and click New Email.
3. In the To field, specify the email recipient(s).
4. On the SmartVault area of the Outlook toolbar, click Request Files.
5. Browse to and select the folder where you want the email recipient to upload the files, and then click OK. The Outlook plug-in uploads the file into SmartVault.
Note: 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.
6. Click Send to send the email request to the recipient.
- 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 sends an email to the recipient prompting them to create a SmartVault account.
- As soon as the email recipient creates their SmartVault account, 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.
Using This Feature
For example, let's say that Carol 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 Outlook plug-in installed, Carol simply opens up 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 Outlook toolbar.
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 Outlook plug-in inserts a message with a link to the folder that explains that Carol wants Larry to send Carol files using SmartVault.
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, he is taken right to the folder where Carol wants him to upload his documents. If he is not signed into the SmartVault client portal or does not have a SmartVault user ID, he is prompted to log in or create an account, respectively.