Uploading Documents Using the SmartVault Inbox
Getting paper documents into a digital format is one of the main challenges for going paperless. With the SmartVault Inbox, users can quickly scan and upload documents into the SmartVault portal. Once documents are in the SmartVault portal, they are ready for further processing by another person, such as an accountant or bookkeeper. Accountants love using the SmartVault Inbox with their clients because it is simple enough for the clients to use, increases efficiency, and reduces the burden of scanning.
For example, assume that your company has created a file structure where each employee in the sales department has an Expense Receipts folder. Each employee is responsible for scanning and uploading all of their expense receipts into their Expense Receipts folder by the end of the month. At the end of the month, the bookkeeper reviews the employee receipts, then attaches the electronic receipt to the appropriate QuickBooks entry.
Note: Before you can upload documents into the SmartVault portal using the SmartVault Inbox, you must install the SmartVault Desktop software. The SmartVault Inbox is included in the SmartVault Desktop software. For more information about installing the SmartVault Desktop software, see
“Understanding and Installing the SmartVault Desktop Software” .
To upload documents using the SmartVault Inbox:
Note: The largest document that can be uploaded using the SmartVault Inbox is 2GB.
If you need to upload a document larger than 2GB, contact SmartVault Support. For more information about contacting SmartVault Support, go to
http://support.smartvault.com/contact-support.
2. Verify that you are signed in to your SmartVault account by completing the following steps:
a. On the Start menu, click Start > Programs > SmartVault > SmartVault Launchpad.
b. If the Sign in to your SmartVault account link displays, you are not signed in to your SmartVault account. Click Sign in to your SmartVault account, type the email address and password for your SmartVault account, and then click Sign In.
c. If the Sign in to your SmartVault account link does not display, you are already signed in to your SmartVault account.
3. On the SmartVault Launchpad, click SmartVault Inbox.
4. Select the All Folders tab.
5. Click Browse.
6. Browse to and select the vault or folder where you want to upload your document, and then click Select.
7. If you want to upload a document stored on a drive on your local computer or on a network drive, complete the following steps:
a. Click Add.
a. Click Browse.
b. Browse to the location of the document you want to upload, select the document, and then click Open.
c. In the Name field, specify a name for the document.
d. In the Description field, specify a description for the document.
e. Click Accept.
8. If you want to drag and drop a document from your computer desktop or from folder on your local computer into a selected vault or folder in the SmartVault Inbox, complete the following steps:
a. Select the document on your computer desktop or in a folder on your local computer.
b. Drag and then drop the document into the SmartVault Inbox.
SmartVault automatically uploads the document into the specified vault or folder.
9. If you want to drag and drop a document attached to an email in Microsoft Outlook, complete the following steps:
a. Select a document attachment in a Microsoft Outlook email.
b. Drag and then drop the document into the SmartVault Inbox.
SmartVault automatically uploads the document into the specified vault or folder.
