Account Administration
- 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?
- What is a referral code?
Vault Administration
- What is a vault?
- What is a vault manager?
- How do I add or create a vault?
- Can I rename my vault?
- What is Maximum Backups to save?
- How do I close a vault?
User Administration
- How do I purchase additional user licenses for my account?
- What is an Account Administrator?
- 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 an Inbox Full Access User?
- How do I know how many users I have enrolled with SmartVault?
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:
- From the HOME page on Web portal Expand My Accounts and click on the account name that you want to close
- Click on Close Account link in the Account Tasks pane.
- Complete the questionnaire.
- Select the checkbox after reviewing the note about losing your information.
- Click on Close Account button.
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.
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 is a container or folder that resides under the Account. You can have as many vaults as you want in your account. They can be used to distinguish between client company files and folders, different parts of the organization, or even different people in the organization. The account is limited only based on the number of users and the diskspace allocated for the account.
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 Removing user from the account. Guests and clients cannot be members of this group.
Can I rename my vault? Back to top
Yes, you can rename your vault at anytime. To rename your vault:
- Sign in to the web portal at https://my.smartvault.com.
- Expand My Accounts in the tree view pane on the left.
- Expand your account to display the list of your vaults.
- Click on the vault of your choice.
- Right click on the vault name and select Rename.
- Modify the vault name.
- Press Enter.
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 5; 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.
User Administration
How do I purchase additional user licenses for my account? Back to top
In certain cases you may need to purchase additional licenses for your account. You can purchase three types of licenses. For more information about the type of user licenses, click here. To purchase additional licenses:
- Sign-in to your SmartVault account.
- Expand My Accounts and select the account for which you want to purchase additional licenses.
- Click the Upgrade link under the Usage dashboard in the tasks pane on the right.
- Select the type of user licenses you want and click the Upgrade Account button.
Note: User licenses can only be added to Team and Professional plans. To add licenses to a Lite or Individual plan, you must upgrade your plan first. To add additional guest licenses, you must upgrade your plan to the next level. Click here to review the different plans available in SmartVault.
What is an Account Administrator? Back to top
The account administrator has full access to the 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.
There can be more than one account administrator in your account. The account administrator does consume a user license,
but is not managed from the Manage Licenses dialog. Rather, administrators are added and removed from the
Manage Administrators dialog in the account tasks pane.
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. can be added to the Administrators, Managers, Full Access and Inbox Full Access groups. To learn more about the licenses a user consumes, click here.
What is a Client (user)? Back to top
Clients users 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. The client user can be added to the Full Access, and Inbox Full Access groups. To add Clients (users) to the account require the purchase of a Bookkeeping Client Pack. To learn more about the licenses a client user consumes, click here.
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. To learn more about the licenses a client user consumes, click here.
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:
- Sign in to the web portal at https://my.smartvault.com.
- Expand the tree view on the left down to your vault where the company file resides
- Right click on the vault name and select the Manage Group Members...link
- Click on the Full Access and click the on the Add member...link
- Place a check mark next to the name you want to give access (if the user is not displayed in the list, click the Invite User Not on in List?) link
- 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:
- Sign in to the web portal at https://my.smartvault.com.
- Select your account and expand tree (left pane) until you see your company file
- Right click on the company file under the QuickBooks folder and select Share and Manage Access...
- If the user exists in the list, click on Edit and go to step 8.
- If the user does not exist in the list, click on Add users...link
- 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)
- Once you see the user in the user on the Users tab, click the Edit link
- Choose the Selective Access radio button
- Select or deselect the items you want to grant or deny access to
- Click the Save Access button
What is an Inbox Full Access user? 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:
- Sign in to the web portal at https://my.smartvault.com.
- Expand the tree view on the left down to your vault where the company file resides
- Right click on the vault name and select the Manage Group Members...link
- Click on the InboxFull Access and click the on the Add member...link
- Place a check mark next to the name you want to give access (if the user is not displayed in the list, click the Invite User not in List link)
- Click the red X to close the Manage Group Members dialog
Note: Click here to read more about SmartVault sharing and access.
How do I know how many users I have enrolled with SmartVault? Back to top
SmartVault provides a Usage dashboard in the tasks pane on the right hand side of the screen in the web portal. The dashboard is account based, and you must click on the account name in the tree view on the left hand side of the page under My Accounts to display it. The Usage dashboard displays
- Disk space used out of disk space available
- Number of user, guests and client licenses consumed of those available