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SmartVault Desktop Software

What is the SmartVault Desktop Software? Why do I need it?    Back to top

The SmartVault client provides the interface between QuickBooks and your SmartVault account via the Internet. The SmartVault Desktop Software installs a toolbar in QuickBooks so you can scan and attach documents and notes directly to QuickBooks entries.

When you attach a document to a QuickBooks transaction, it is uploaded directly to your SmartVault account at our secure data center so you always have an off-site backup of your critical financial documents.


Can SmartVault view my sensitive data?    Back to top

The SmartVault Desktop Software does not require access to sensitive data in your QuickBooks application. We do not store or examine credit card, banking, or employee information.

Anyone you have invited in to your SmartVault account can view and share documents, depending on the access you have granted.


Is there any impact on my QuickBooks application while I am using SmartVault?    Back to top

The SmartVault Desktop Software installs a toolbar inside QuickBooks to give you an integrated document management solution. There should be no performance impact on your QuickBooks application while using SmartVault.


Does the use of SmartVault affect the size of my QuickBooks data file?    Back to top

The documents and notes that you attach to your QuickBooks entries are uploaded to our secure data center. There should be no impact on the size of your QuickBooks company files.


What happens if I lose my Internet connection?    Back to top

If you lose your Internet connection while using SmartVault, don't worry! It will not affect any documents or backups you have uploaded, even if they were in progress when you lost connectivity.

The SmartVault Desktop Software has been designed to gracefully resume file transfers when connectivity is lost, either temporarily or for extended periods of time. You can check for Pending Transfers from the Actions menu accessed from the SmartVault system tray icon.


Pending Transfers

The only exception is when you are trying to restore a company file. If you lose connectivity during the restore download process, we will cancel the transfer for your protection.


Do I need to sign out of SmartVault every time I close QuickBooks?    Back to top

There is no need to sign out of SmartVault every time you close QuickBooks. If you do choose to sign out, you will not be able to attach documents or notes, or perform company backups or restores.


What version of SmartVault am I running? How do I get the latest version?    Back to top

You can find out what version of the SmartVault Desktop Software you are using from the About dialog. To access the About dialog:

  • Right-click the SmartVault system tray icon in the lower right corner of your screen and select About, OR
  • Right-click the SmartVault toolbar inside QuickBooks and select About

You can obtain the latest update in the following ways:

  • Right click on the SmartVault icon in the systray and select Check for updates
  • Where there is an update, you will see that the SmartVault icon in the systray is orange. Right click on it and select Notifications... and click on the Download link in the maintenance notification window

Can I use SmartVault with multiple versions of QuickBooks open at the same time?    Back to top

Since the release of SmartVault version 2.0, you can now work with multiple versions of QuickBooks running at the same time. The toolbar changes focus as you move from one version to the next allowing a more efficient workflow for accounting and bookkeeping professionals.

Working with the Options dialog    Back to top

Accessing the Options dialog

  • Right-click the SmartVault system tray icon in the lower right corner of your screen and select Options, OR
  • Right-click the SmartVault toolbar inside QuickBooks and select Options

The Options dialog allows you to configure your preferences for the SmartVault Desktop Software. It also includes settings for Backups, Scanners, and Confirmations.

Preferences tab


Options dialog (User Preferences)

Check Remember my user name to let SmartVault automatically sign you in when the toolbar loads.

Toolbar settings allow you to customize the background color of the toolbar. If you use the default setting, it will match your current Windows theme.

Scanners tab


Options dialog (Scanners)

This window allows you to configure the type of scanner that you want to use for all of your SmartVault scanning such as how SmartVault should capture the image file. In the Settings window you can choose your default scanner, Resolution (dpi), and Image type (Grayscale, Black and White, or Color). In the Options section you can select:

  • Auto Adjust image brightness
  • Auto select feeder when ready
  • Enable duplex scanning
  • Enable use of document feeder
  • Show the native status window (third party scanner software)
  • Show the native scanning windows (third party scanner software)
NOTE: These preferences are only for TWAIN compliant scanners. The Fujitsu ScanSnap is not available in this window.

Backups tab


Options dialog (Backups)

For each company file, you can control whether or not you want to be prompted to create a company backup after you close the company file a specific number of times.

User Confirmations tab

Options dialog (Confirmations)

To improve workflow, you can choose these options in the User Confirmations tab.

  • Automatically create and send backups without prompting
  • Automatically accept and upload a scanned document

With the first option above, you can disable the backup reminder, and with the second, save time by not choosing to click on Accept each time you attach a document.


Can I install SmartVault in silent or quiet mode?    Back to top

Yes, if you are installing it on multiple machines, you can use the command line below to install SmartVault without the user interface. To install in silent or quite mode using the command line "/s" switch:

  1. Download the SmartVaultSetup.exe file from the Desktop Software downloads page on the web portal and save it to your Downloads folder
  2. Open the command prompt
  3. Change the location of the prompt to the Downloads folder
  4. Copy and paste this line to the new prompt: $:>SmartVaultSetup.exe/s /TARGETDIR="%PROGRAMFILES%\SmartVault" AllUSERS=TRUE INBOXSHORTCUT=TRUE (without the $:>)

TARGETDIR (target directory) => to specify the target directory for the installation other than default

ALLUSERS = TRUE/FALSE => to specify the application access mode other than the default (optional)

INBOX SHORTCUT= TRUE/FALSE => to specify where or not to place the Inbox shortcut on the desktop

You can modify the variables above according to your needs. The installation should take a very short time. To verify that the installation has been successful, you should see desktop shortcut for the Inbox, as well SmartVault listed in the Programs Menu (Start > All Programs > SmartVault > SmartVault)

Working with the check for Updates dialog    Back to top

The Check for Updates dialog verifies whether or not an update is available for the SmartVault Desktop Software.


Check for Updates

If an update is available, you will be able to install it from this screen.

Accessing the Check for Updates dialog

    Verify that you are signed in and then:
  • Right-click the SmartVault system tray icon in the lower right corner of your screen and select Check for Updates, OR
  • Right-click the SmartVault toolbar inside QuickBooks and select Check for Updates

Working with the About dialog    Back to top

The About dialog contains version and diagnostic information about the SmartVault desktop software. It also provides a way to communicate to SmartVault support information about your environment. The Send to Support button in the About box will send your current SmartVault Desktop Software configuration and application information to our support team to better assist in troubleshooting an issue.

Accessing the About dialog

  • Right-click the SmartVault system tray icon in the lower right corner of your screen and select About, OR
  • Right-click the SmartVault toolbar inside QuickBooks and select About

To Send log files to Support

  1. In the About box, click on the Send to Support button
  2. Provide a description of your issue and the steps to you took to create it.
  3. Click on the Send button

Note: If you do not have a default mail program, the application will save the support file to your desktop. You will have to manually email it to SmartVault Support. The name of the file saved to your desktop should be SmartVault-Support.req.


Working with the Error dialog    Back to top

The Error dialog contains diagnostic information whenever the SmartVault Desktop Software encounters an error.


Error dialog

Send to Support will send your current SmartVault Desktop Software configuration and application information to our support team to assist with troubleshooting an issue.

Working with Add Company dialog    Back to top

The Add Company dialog is the first screen that the user sees once SmartVault is installed and the integration with QuickBooks has been completed. It is used to add a company file to the SmartVault account in order to begin using the application. The dialog consists of adding the company file to your vault. To add a company file to SmartVault:

  • Select the vault to which you want to add the company file.
  • Edit the Folder Name field which defaults to the name of the company (optional).
  • Click the OK button.

Add Company dialog

Working with Desktop Software Notifications    Back to top

When the SmartVault service sends a message to the Desktop Software, the SmartVault icon in the system tray turns orange next time you sign in. The notification usually has to do with an upcoming maintenance window and is sent as a reminder to the customer. To access the notification message:

  1. Sign in to the SmartVault Desktop Software
  2. Right click on the orange SmartVault icon and select Notifications open a QuickBooks file and click on the exclamation icon at the bottom of the toolbar
  3. Review the messages and click Close

Working with the SmartVault Drive dialog    Back to top

The SmartVault Drive dialog allows you to map a drive to your SmartVault account. This virtual drive points to the folders in your SmartVault account. The SmartVault Drive offers the ability to:

  • Copy documents directly to your custom or non-transaction based folders (i.e. Home, Inbox, Reports, and SnapShot) from your desktop or a network share
  • Save documents from most Microsoft Office applications as well as virtually any other application such as PDFs as well as directly from the browser
  • Download your documents from your account to a network share or local drive to burn to a DVD
  • Easily create your custom folder hierarchy
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