Accounting Pro plan users can send Organizers to individual clients on the SmartVault Client Management page. Clients receive an email with a secure link to the organizer. You can set up notifications in your account settings, or vault and folder notifications settings to alert you when your client downloads their tax returns.
If you need to send an Organizer to multiple clients at the same time, use the Ready to Send shortcuts on your home page.
Before You Start
Complete this checklist before you send your client organizer emails.
- Add your clients to SmartVault—Check your client list and add any new clients
- Upload your client organizers—Print your clients' organizers to SmartValt using the SmartVault PDF printer, Lacerte, or ProSeries. You cannot send organizers that are not printed to SmartVault.
- Update your client organizer email template—Make sure your email template has all the information your clients need to complete their organizer.
- (SmartVault PDF Printer Only) Properly tag organizers when you print them to SmartVault.— Use the Auto-Filer tool in the SmartVault PDF Printer and choose the following tags in the menu options before uploading:
- In Select an Engagement type, choose Tax Engagement.
- Select the year for the Tax Engagement.
- In Select an existing tag or type a new one, choose Client Organizer.
Using Send Organizers in Client Management
To send Organizers to one of your clients:
- Sign in to the SmartVault Portal.
- Select Client Management.
- Go to the client you want to send the Organizer to and click their name.
- On the Client Details page, click the Send Organizers tab. Make sure the column Printed to SmartVault says Yes for the organizers you want to send.
- Click Filters to find client organizers based on certain criteria. Choose your filters, then click outside the filter options menu to see the filtered results. The filter options are:
- Has the Organizer been printed?
- Has the Organizer been sent to the client?
- Has the client downloaded the Organizer?
- Has the Organizer reminder been sent?
- Is the client ready to prepare?
- Year Range
- Click Export to CSV
to download a CSV file of the client organizers list.
- Click Filters to find client organizers based on certain criteria. Choose your filters, then click outside the filter options menu to see the filtered results. The filter options are:
- Select the Organizers from the list, then click Send Organizer Email.
- You can also click:
- Send Reminder
to send your client a reminder email to complete and return the organizer
- Mark Ready to Prepare
to mark the Organizer ready to prepare
- Mark Not Ready to Prepare
to change the status to Not ready to prepare
- Send Reminder
- You can also click:
- Click Ok to confirm and send the organizer email. A confirmation message appears showing the status of the email.
- If the status is a red exclamation point, then the organizer wasn't successfully sent. Click the status to expand the error messages.
- Your client will get an email with a link to their organizer. You can set up notifications in your account settings, or vault and folder notifications settings to alert you when your client downloads their tax returns.
- If they didn't receive the email, have them check their junk mail and spam folders.
- If you aren't receiving organizers from your clients, make sure the client email address is correct and check your junk mail folder to see if the emails are there.