Getting Started with SmartRouting

With SmartVault SmartRouting, you can print documents directly from UltraTax and automatically route them to the correct client or folder location within SmartVault.


    • The first version of SmartRouting is only available for Thomson Reuters® UltraTax users.
    • SmartRouting is only available for SmartVault Accounting and Business Pro plans.
    • The feature will work for users with access to a single SmartVault account

Preparing Your System for SmartRouting

Before using the feature, follow these steps:

  1. Install the SmartVault Desktop Software
  2. Import your Clients from UltraTax into SmartVault. Ensure that Client Names and Client IDs match exactly between the two software.
  3. Print any document to the SmartVault PDF Printer.
    This action will generate the SmartRouting folder needed on your system.

Ensuring Correct Naming Convention in UltraTax

Before using the feature, ensure that the naming convention used in your UltraTax software aligns with the SmartRouting formula:

{Tax Year}_{Client ID}_{Client Name}_{Documenttype}

To configure the SmartRouting formula:

  1. In UltraTax, click Setup on the menu bar and select Office Configuration.
  2. Click PDF File Options.
  3. Choose the appropriate Variable Position for each File Name Variable that matches the SmartRouting formula. For example, Tax Year should be in Position 1, Client ID in Position 2, Client Name in Position 3, and Document Name in Position 4.
    Use the File Name Example field to preview your settings and ensure they correspond with the SmartRouting formula.
  4. Click Ok to set the formula.


    • An accurate match between the naming convention in UltraTax and SmartRouting's formula is essential for correctly routing the printed documents to the client folders within SmartVault.
    • See all document types you can use for the naming convention in the "Documenttype" Parameter Reference Table.

Enabling SmartRouting

To activate SmartRouting:

  1. Sign in to the SmartVault Portal.
  2. Click your initials at the top of the screen and click Settings.
  3. Go to Account Settings > Manage Billing and Payment and click Configure Integrations.
  4. Select SmartRouting from the left navigation and toggle the enabling button.


Enabling the feature is an account-wide setting, so only one person needs to complete these steps to use SmartRouting.

Now that you're all set, you can begin using SmartRouting!

Using SmartRouting to Print Your Documents

SmartRouting makes it simple to send your printed documents directly to the correct client folder in SmartVault. To use this feature, ensure the SmartVault Connected Desktop is running. This step is critical to ensure the proper routing of printed files.

To get started, follow these steps:

  1. Open the SmartVault Connected Desktop.
  2. In UltraTax, go to the client you need to print documents or forms for.
  3. Click File on the menu bar and select the print option you need for the client.
  4. In the Print dialog, click Printer, select "SmartVault PDF Printer”, and click OK.
  5. "SmartVault PDF Printer” appears under Printer destinations and the PDF to File shows where the printed documents will be uploaded. 
    If you need to change the PDF to File folder path, click UT and choose the SmartRouting folder located at Documents > Upload to SmartVault > SmartRoutingPlease note that the folder path may differ based on the type of installation. 
  6. Select the checkboxes for each form you wish to print - government, client, and/or preparer copy. Ensure you select the option PDF to file for each document you want to print to SmartVault.


    You must configure the above settings for the first time you print. The software will remember the settings for future use.

  7. Click Assemble.
  8. When printing is complete, the files are in your client vault within SmartVault.

Viewing the Printed Forms in SmartVault

To view the printed forms in SmartVault:

  1. Go to the SmartVault portal and select Client Management from the sidebar.
  2. Click the Vault icon vault_icon.png next to the client's name to open their vault.
  3. Go to Tax>TYXX and open the corresponding folder for the document type(s) printed from UltraTax (i.e., Client Organizer, Client Tax Returns, Tax Returns, etc.).
    You can see the printed forms opening the corresponding folder.
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