Getting Started with SmartVault Certified Vault

Overview

The Certified Vault is a SmartVault add-on—powered by DocuSign—that offers the ability to request signatures on documents that become the immutable Authoritative Copies with the UCC 9-105 requirements. 

  Note

  • To use the Certified Vault, you must purchase the add-on.
  • The Certified Vault is only available to customers in the SmartVault plans: Accounting Enterprise and SmartVault for Business Enterprise.
  • Please contact our Support Team for more information on enabling the Certified Vault.

Requesting Signature for the Authoritative Copy

  1. Sign in to the SmartVault Portal.
  2. Select Files and Folders.
  3. Navigate to the document you would like to request the signature for the authoritative copy.
  4. Click the Get Signature - Authoritative Copy icon. 

    Getting_signature_for_AC.png

  5. The document is sent to DocuSign. When prompted, click OK to finish the request.

    Document_sent_to_signature_provider.png

  6. The DocuSign editing window opens and loads the selected file. 
  7. Edit the document as needed, select your recipient in DocuSign, and click Send.
  8. Once the document is signed, it is returned to SmartVault and routed to the vaulting folder. 

    Firm_-_AC_Docs_folder.png

      Information

    The vaulting process generates a folder with the client's name in the Firm container inside the Authoritative Copy Documents folder.

  9. At this point, SmartVault verifies and acknowledges the Authoritative Copy and becomes the designated custodian.
  10. A watermarked copy of the Authoritative Copy document is added to SmartVault in the initially requested location.

    Watermarked_copy_of_AC.png

  11. Double-click on it to preview it.

    Copy_view_-_watermark.png

  12. You can click Download to save a copy to your device.

Viewing the Authoritative Copy

To view the authoritative copy, you must be an Administrator or a Certified Vault user.

  1. Sign in to the SmartVault Portal.
  2. Click Files and Folders.
  3. Navigate to the Firm container and open the Authoritative Copy Documents folder.

    Firm_-_AC_Docs_folder.png

  4. Locate and open the client's folder.

    Client_folder.png

  5. You will see the authoritative copy file and the Summary file.

    Client_folder_content.png

      Note

    These files cannot be changed or downloaded.

  6. Double-click on the authoritative copy file to preview it.

    AC_Preview.png

  7. Double-click on the Summary file to preview it. This file details the history of the transaction events and certifies the completion of the vaulting process.

    AC_Summary_Preview.png

  Tip

Attached to this article, you can find a one-pager outlining the feature's overview.

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