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SmartVault Connected Desktop and SmartVault Dashboard: What's Inside?

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SmartVault Connected Desktop and SmartVault Dashboard: What's Inside?

About SmartVault Connected Desktop

About SmartVault Dashboard

What is the SmartVault Connected Desktop?

The SmartVault Connected Desktop* is a downloadable desktop client that makes accessing client information and managing document workflows both efficient and easy.

 

What can I do with it?

  • Search, sort and find files quickly – by client name or ID (tax customers only)
  • Scan and save source files directly into a client folder
  • Send clients a secure link to a document
  • Expand and collapse folders by tax year
  • Drag and drop files or entire folder structures directly to (or from) SmartVault
  • Open, annotate, edit and save files to SmartVault – just as you would to your desktop or network server
  • Easily view files you've just printed – right from the desktop

 *Business plans do not have access to the Connected Desktop.

What is the SmartVault Dashboard?

The SmartVault Dashboard is an extension of the client portal that presents a high-level view of your SmartVault account and various workflow tools you can use.

 

What can I do with it?

  • Send tax returns and Lacerte Organizers to clients in bulk
  • View, maintain and edit your SmartVault account's clients, client engagements and employees. 
  • Invite clients and employees to your SmartVault account
  • Assign employees to specific clients
  • Manage folder templates for engagements
  • View and edit email templates
  • View your account's Activity Log
  • Manage account settings

 *Business plans do not have access to the Dashboard.

 

How do I access it?

  • Open the SmartVault Portal
  • Right-click on your account (indicated by the blue globe icon) and select View Dashboard

SmartVault Connected Desktop

The SmartVault Connected Desktop gives you efficient access to client information and related files, with tools designed to help you navigate through your document workflow. 

CD_CD view.png

  1.  Search Bar - use the Search Bar to filter your clients in your Client List. The text you enter is matched against the columns in your Client List to display only those clients with a match.

  2. Client List Pane - this is the list of all clients in your account. Clicking on a client in this list displays the client's folders and files in the Document View pane.

  3. Document View Toolbar - the Document View toolbar is used when working with client files and folders in the Document View pane. The Document View toolbar displays the actions you can perform on a file or folder within the Document View pane. The Document View toolbar is contextual and changes which actions are selectable based on whether you are working with a file or a folder.

  4. Document View Pane - the Document View pane is the main window in Connected Desktop. Use the Document View pane to work on client files and folders stored in SmartVault.

  5. Client Folder Structure - this is the folder structure used to store your clients' files and folders in SmartVault. Changes to files or folders here are automatically stored in SmartVault as you work in the Connected Desktop.

  6. Toggle between Clients and Files view. The Files view displays the folder structure and files for the client you've selected in the client list.​

SmartVault Dashboard

When you access the SmartVault Dashboard you'll see a collapsed sidebar and task icons as well as a menu with account settings and help.

CP_Dashboard_diagram.png

 Tasks

  1.  Clients - displays a list of your account's clients. You can edit client information, add new clients, assign clients to employees, and invite clients to your account for sharing.

  2. Send to Clients - highlights the documents you can bulk email to clients. Select the client(s) to receive the document and view the document's status in terms of your workflow (for example. whether or not a tax return has been printed or sent).

  3. Client Engagements - displays the client engagements associated with your account. You can filter by client type (tax type), engagement type and year.

  4. Employees - displays a list of the employees associated with your account. You can edit employee information and remove or add employees.

  5. Internal Documents - displays the Internal Documents folder under your account's Firm vault.

  6. Public Documents - displays the Public Documents folder under your account's Firm vault.

  7. Manage Folder Templates - contains the folder structures that populate your engagements. You can add and remove templates in addition to editing templates (add/remove folders, create sub-folders, set access permissions for folders).

  8. Email Templates - contains the email templates for emails sent through the SmartVault service (for user activation or sending tax returns, for example); you can edit an email template's text.

  9. Activity Log - displays an audit trail for your account. See this article on the feature for more information.'

 Menus and Help

  10. The navigation sidebar allows you to access multiple areas of the Dashboard and appears on every section. Click the top icon to expand or select any of the task icons. 

  11. The account menu allows you to access account-level tasks and is displayed along the top of every section in the Dashboard. Click to expand.

  12. The context-sensitive help menu displays help articles based on the page you're viewing. Click to expand.

Editing Folder Templates from the SmartVault Dashboard

Bulk Email Documents from the SmartVault Dashboard

To edit folder templates:

  • Click Manage Folder Templates from the Dashboard home page
  • Navigate to the template you would like to edit. Click View and edit templates CP_view and edit template icon.jpg 

 

Add/rename folder

  • Click the gear icon next to a folder and select New Folder.

CP_new folder_folder templates.jpg

  • This creates a new folder underneath it named 'New Folder'. Click the gear icon and select Edit Folder.

CP_edit folder_folder template.png

  • Edit the text under Name. Click Save changes CP_Save icon.jpgto rename your folder. 

 

Change a folder's permissions

  • Click the gear icon next to a folder and select Edit Folder.
  • Under Access, set the permissions for the groups who can access this folder by clicking the checkbox. Click the plus icon to add a custom group.

CP_access_folder templates.jpg

 

To bulk email documents (SmartVault currently supports batch email of Tax Returns and Lacerte Organizers):

  • Click Send to Clients from the Dashboard home page.

CP_dashboard select send to.png

  • Click the "Send to..." icon that pertains to the document you're working with.
  • If needed, filter your options by clicking Edit filters filter icon.jpg. Click the icon again to return.
  • Select the clients you'd like to send to by clicking the box in the far left-hand column.
  • Click Send CP_Dashboard_send_organizer_icon.jpg.

 

To edit an email template:

  • Click Email Templates from the Dashboard home page.
  • Select the template you'd like to edit.
  • Edit the text and click Save changes CP_Save icon.jpg.


See more on customizing email templates.

 

 

 
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Last modified
10:45, 17 Nov 2015

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