Account Administration

• What is the Account management?
• What is the Account name?
• How do I close my account?
• How can I get a copy of all my documents?
• Billing Information
• What are the different billing plans that SmartVault has to offer?
• Do I still get billed if I close my account?
• My bill shows that SmartVault has added a new item to my bill?
• What is a referral code?

Vault Administration

• What is a vault?
• What is a vault manager?
• How do I upgrade my vault?
• How do I add a vault?
• Can I rename my vault?
• What is Maximum Backups to save?
• How do I close a vault?

User Administration

• How do I buy additional user licenses for my account?
• What is an Account User?
• What is an Account Administrator?
• What is the Accountant User?
• What is a User?
• What is a Client user?
• What is a Guest user?
• What is a client user with Full Access?
• What is a client user with Selective Access?
• What is a SmartAdvisor?
• What is an Inbox User?
• How do I know how many users I have enrolled with SmartVault?

What is Account management?    Back to top

The Account management page enables the account owner or administrator to edit the SmartVault account information such as the company name, and address. This account owner, although not displayed in the Web portal is defined as the person and whose email address is used to create the SmartVault account.

What is an Account name?    Back to top

The Account name is the company name you provide when you create the SmartVault account. This is the billing entity for all vaults created under this account.

Under the account, you may have multiple vaults, and under the vault, you may have multiple companies. For each new vault you create, you must select a subscription plan. You are only limited by the plan that you select.

For example, you may have an account named East-West Holding Company, under which you can create separate vaults for your individual companies for which you use QuickBooks.  Or you can have all these companies reside in one vault

You can have multiple Accounts in your view if you have been invited to or own multiple accounts. Each SmartVault will give you access to the vault and company files within them based on the permissions set at the time of the invitation.

How do I close my Account?     Back to top

To close your Account, follow these steps:

1. From the HOME page on Web portal click on the account name that you want to close
2. Click on Close Account link in the Account Tasks pane.
3. Complete the questionnaire.
4. Select the checkbox after reviewing the note about losing your information.
5. Click on Close Account button.

How can I get a copy of all my documents?     Back to top

You always have access to your documents via the SmartVault Drive. You can copy or download your documents and backups from your account at any time. Using the SmartVault Drive, browse to the folder you want to download and copy the folder to your local drive or a different network location.

Note: For large downloads, we recommend downloading during off-peak hours as the download may take some time depending on the size of the download.

Billing Information     Back to top

To see your billing information, click on the Manage Bill link after selecting your account. The billing page allows you to view your current and past bills as well as gives you the option to upgrade your account and add additional users.

What are the different billing plans that SmartVault has to offer?     Back to top

SmartVault offers a variety of billing plans based on how you expect to use the product for your business. On the Billing Plans page, you can review the details of each plan.

Do I still get billed if I close my account?     Back to top

No. If you close your account before the next billing date, you will not be billed for subsequent months.

My bill shows that SmartVault has added a new item to my bill?     Back to top

This is referred to as auto-provisioning. It allows you and your firm to continue to use the SmartVault service un-interrupted. SmartVault has notified the account administrator(s) of your limit and added addition items as needed by your business. Your bill may show that there has been an increase in the cost of your plan for one or more the following reasons:

• You have exceeded your document count under your original plan.
  • SmartVault has automatically added one document pack to your bill.
• You have exceeded the number of users provided for by you original plan.
  • SmartVault has added the cost of an additional user to your bill.
• You have exceeded the amount of storage space for backups.
  • SmartVault has added additional storage space to continue to backup your files.

Note: Auto-provisioning is only applicable for the Business Edition and Accountant Editon type of plans. The v3 plans are not subject to auto-provisioning because they are based on disk space.

What is a referral code?     Back to top

A referral code is a code that can be created by SmartAffiliate program members to share with their clients. The referral code allows their clients to receive a discount on their SmartVault subscription and the SmartAffiliate to receive a referral fee for each successful subscription. For more about the SmartVault SmartAffiliate program, please refer to the www.smartvault.com

Vault Administration

What is a vault?     Back to top

A vault resides under the Account and can be considered as a container for your companies. Vaults are billable items that contribute to the Account bill.  You can have one company in a vault, or many. Each QuickBooks company file can be associated with only one vault.

What is a vault manager?     Back to top

Vault Managers have full access to the vault, folders documents, and notes. This is also a point of delegation where a user operates in an administrative capacity within the vault. This administrative access includes the ability to add/remove users from vault groups and Invite new users to the account as well as add the QuickBooks company file to the vault, but does not include allow Removing user from the account. Guests and clients cannot be members of this group.

How do I upgrade my vault?     Back to top

To better meet your individual needs, you can choose to upgrade your vault at any time. Upgrading your vault means that you choose a billing plan which raises the number of documents you can store in the vault and increase the number of users that can access your vault than your current plan.

To upgrade your vault from the Account Home page:

1. Login to the Web portal at https://my.smartvault.com..
2. Click on Account Management..
3. Click on Manage Bill...
4. Click on the vault name for which you want to upgrade.
5. Click on the Need to Upgrade your vault link?.

Please refer to the Billing Plans page and your specific plan to find out about upgrade options.

How do I add a vault to my account?     Back to top

To add a vault:

1. Login to the Web portal at https://my.smartvault.com.
2. Click on your Account where you want to create a vault.
3. Right click the account name or click on the Create New Vault link in the task pane (right)
4. Enter a vault name
5. Click on the Create a vault button

Can I rename my vault?     Back to top

Yes, you can rename your vault at anytime. To rename your vault:

1. Login to the Web portal at https://my.smartvault.com.
2. Click on the vault of your choice.
3. Click on Vault settings link.
4. Modify the Vault Name field in the vault settings page.
5. Click on the Save Settings button.

What is maximum backups to save?     Back to top

The Maximum Backups feature allows you to manage the number of backups to keep in the vault at any one time. The default value is 2; however this can be changed to any number you like. The older backup will be overwritten by the newest backup. The feature also includes an option to mark any number of your backups to keep forever. For example, you may want to keep the first backup of every month forever, or any length of time. The feature can be found under Vault settings link on the vault page.

How do I close a vault?     Back to top

To close a vault, you must:

1. Login to the Web portal at https://my.smartvault.com.
2. Select your account where the vault resides.
3. Click on the vault.
4. Click on the Close vault link.
5. Place a check in the box to agree to the purge statement.
6. Click on Close Vault button.

Note: Do not close the vault without requesting an archive of your documents. Closing a vault purges all of the attached documents, notes and backup from the vault.

User Administration

What is an Account User?     Back to top

An account user is a part of the SmartVault Business Edition. The account user is invited to the vault by the account administrator. The account user counts toward the vault's total user count. For each QuickBooks user that creates transactions, and attaches documents, you should have a SmartVault account user. The account user must be granted access through one of these groups: vault manager, full access, selective access or Inbox Full Access user. These permissions are at the vault level and therefore apply to each company file in the vault. To segregate user access at the company file level, each company must have its own vault. If you are a bookkeeping firm, we recommend using the SmartVault Accountant Edition for this purpose.

Note:

The Inbox-only user does not count toward the total user count of the vault.

 

How do I purchase additional users for my account?     Back to top

In certain cases you need to purchase additional users to your account. You can purchase three types of users to your account depending on your plan type. You can purchase:

• Users
• Guests
• Client Users

Note: Users can only be added to Team and Professional plans.

What is an Account Administrator?     Back to top

In both the SmartVault Business Edition and the Accountant Edition, an account administrator has full access to your SmartVault account - including the ability to add and remove users. They also have access to all vaults and company files and their documents, notes, backups, and billing information.

 

What is an Accountant user?     Back to top

The Accountant user exists in the SmartVault Business Edition at the account level. The Accountant user has full access to all of your documents, notes, and backups in all of your vaults within the account. They do not have the ability to manage users or access billing information. Accountants do not count against your user limits.

 

What is a User?     Back to top

Users can be granted specific rights to any vault or folder within the account. They can upload and view files in the SmartVault Web Portal, create and delete folders, and grant other users and guests rights to folders under their control. Users have access to the SmartVault Web Portal, Desktop Software, and the SmartVault Drive. (Formerly known as Firm Users in the Accountant Edition and as a User in the Business Edition account types)

 

What is a Client (user)?     Back to top

Clients can upload and view files in the SmartVault Web Portal, but they cannot create or delete folders. They have access to the SmartVault Desktop Software, including the Toolbar, Inbox and ability to Map a SmartVault Drive to SmartVault. To add Clients (users) to the account require the purchase of a Bookkeeping Client Pack.

 

What is a Guest User?     Back to top

Guests can be granted rights to view, upload and delete files in the SmartVault Web Portal but cannot create folders or invite other users or other guests. Guests do not have access to the SmartVault Desktop Software or SmartVault Drive.

 

What is a client user with Full Access?     Back to top

A client user with full access to a vault can view, upload, download, and delete all documents in the vault's company files. The full access user does not have any permissions to account level functions.

To grant a client user with Full Access:

1. Login to the Web portal at https://my.smartvault.com.
2. Expand the tree view on the left down to your vault where the company file resides
3. Right click on the vault name and select the Manage Group Members...link
4. Click on the Full Access and click the on the Add member...link
5. Place a check mark next to the name you want to give access (if the user is not displayed in the list, click the Need to invite someone not in this list?) link
6. Click the red X to close the Manage Group Members dialog

Note: Click here to read more about SmartVault sharing and access.

What is a client user with Selective Access?     Back to top

A client user with selective access to a vault can view and attach documents to the QuickBooks folders to which they have been given access. Giving selective access to folders within SmartVault does not preclude the user from seeing the transactions in QuickBooks. However, limiting the access in SmartVault will limit the user's ability to attach and view documents associated with these folders in QuickBooks.

To provision a user with Selective Access:

1. Login to the Web portal at https://my.smartvault.com.
2. Select your account and expand tree (left pane) until you see your company file
3. Right click on the company file under the QuickBooks folder and select Share and Manage Access...
4. If the user exists in the list, click on Edit and go to step 8.
5. If the user does not exist in the list, click on Add users...link
6. Place a check mark in the box next to the users email address and click Add (if you do not see the user, you need to invite the user to the account)
7. Once you see the user in the user on the Users tab, click the Edit link
8. Choose the Selective Access radio button
9. Select or deselect the items you want to grant or deny access to
10. Click the Save Access button

Note: Click here to read more about SmartVault sharing and access.

 

What is a SmartAdvisor?     Back to top

A SmartAdvisor is a legacy user and vault categorization that was deprecated with the 1.7 release in August of 2009. Users who signed up as a SmartAdvisor prior to this deprecation are grand-fathered into the system with their legacy benefits and may retain their SmartAdvisor vaults. The historical definition of the SmartAdvisor user qualifications are anyone in the accounting profession providing accounting, bookkeeping, consulting, or training services for outside clients and has answered the SmartAdvisor eligibility question in the affirmative during sign-up.

Can I invite users just to the Inbox? Am I charged for these users?   Back to top

An Inbox Full Access* user is a user that has access only to the SmartVault Inbox for the company to which the user has been granted access. The Inbox user can install the SmartVault Desktop to launch the Inbox and add documents via scanning, drag 'n drop, or the attach dialog. These users have to be granted access through the Web portal.

To invite an Inbox Full Access user:

1. Login to the Web portal at https://my.smartvault.com.
2. Expand the tree view on the left down to your vault where the company file resides
3. Right click on the vault name and select the Manage Group Members...link
4. Click on the InboxFull Access and click the on the Add member...link
5. Place a check mark next to the name you want to give access (if the user is not displayed in the list, click the Need to invite someone not in this list?link)
6. Click the red X to close the Manage Group Members dialog

Note: Click here to read more about SmartVault sharing and access.

*   This user is not counted toward the total User Count for the vault in the Business Edition and Accountant Edition plans only.

How do I know how many users I have enrolled with SmartVault?     Back to top

SmartVault provides a running count of all users, number of documents in the vault, and the amount of disk space used for backups on the vault billing page. The Total User Count is based on the number of users in the vault as well as the number of administrators in the account. The total user count is the sum of all account administrators, and all vault user with the exception of accountants and Inbox only users.. Any SmartAdvisor's * who are invited to a vault or account are not counted toward the total user count.

Note: The SmartAdvisor classification has been deprecated as of the SmartVault 1.7 release.