Printing with SmartRouting in Your Tax Software

ACCOUNTING PLAN USER

Once configured, you can use SmartRouting to print directly to the correct client folder in SmartVault. Ensure that the SmartVault Connected Desktop is running to enable seamless routing.

  1. Open the SmartVault Connected Desktop.
    SV Connected Desktop icon.png
  2. Expand the section for your tax software below to view specific steps for using SmartRouting with UltraTax, CCH Axcess, or Drake Tax.
SmartRouting with UltraTax
  1. In UltraTax, select the client and the required document to print.
  2. Click File on the menu bar and select the print option you need for the client.
    UT
  3. In the Print dialog, click Printer, select "SmartVault PDF Printer," and click OK.
  4. "SmartVault PDF Printer" appears under Print destinations, and the PDF to File shows the path for the printed documents. 
    If you need to change the PDF to File folder path, click UT and choose the SmartRouting folder located at Documents > Upload to SmartVault > SmartRouting. Please note that the folder path may differ based on the type of installation. 

      Note

    If you operate within a virtualized environment, please contact your Virtual Environment Support for assistance locating and accessing the SmartRouting folder in the virtual environment.

  5. Select the appropriate forms (government, client, and/or preparer copy). Ensure PDF to file is selected for each document you want to print to SmartVault.

      Note

    Set up these settings on your first print. The software will remember your preferences.

  6. Click Print.
  7. When printing is complete, the files are in your client vault within SmartVault.
Using SmartRouting.gif
SmartRouting with CCH Axcess
  1. In CCH Axcess Tax, open the document you want to print.
  2. Click Print from the toolbar or go to File > Print.
  3. In the Print dialog, select the specific forms you want to print.
  4. Select SmartVault PDF Printer as your Printer or Destination and click Print.

      Important

    If you experience font formatting issues, try printing with Microsoft PDF Printer or another PDF printer, then save the file to Upload to SmartVault > SmartRouting.

  5. Client Match Confirmation:
    • If SmartVault finds a match on the Client ID only (and not on the Client Type), a dialog will appear, prompting you to confirm the client. Choose SmartRoute to proceed if the client is correct, or select Manually Route if adjustments are needed.
      SR - SmartRout File dialog.png
    • The file will be routed automatically if both a Client ID and Client Type match.

Once confirmed (if applicable), your documents are routed directly to the client folder in SmartVault.

SmartRouting with Drake Tax

In Drake Tax software, SmartRouting will help route your printed files directly to the client's folder in SmartVault. Follow the steps below, and note specific considerations for supported forms and client name limitations.

  1. In Drake Tax software, select the client and document(s) you want to print.
    • Supported forms and sets include:
      • Federal Set
      • Preparer Set
      • Client Set
      • Miscellaneous Forms
    • Other forms may not be routed via SmartRouting.
  2. Click Print from the toolbar.
    SR - Drake Print.png
  3. In the Print dialog, select SmartVault PDF Printer as your printer and click Print.
    SR - Drake SmartVault PDF Printer.png
  4. An additional dialog will appear to confirm the correct client match. Choose SmartRoute to proceed if the client is correct, or select Manually Route if adjustments are needed.
    SR - SmartRout File dialog.png
  5. Once confirmed, your documents are routed directly to the client folder in SmartVault.

  Important Notes for Drake Tax Users

  • Client Name Length: If the client's name exceeds 22 characters (including commas and spaces), Drake will truncate it in the file name. SmartRouting may not work correctly when this happens, especially for Married-Filing-Jointly (MFJ) clients. For example:
    • "CATAMARAN, LEEWARD & SARAH" becomes "CATAMARAN, LEEWARD & S"
      "SHOEMAKER, OXFORD & LAURA" becomes "SHOEMAKER, OXFORD & LA"
  • Interchangeability of "&" and "and": Drake treats "&" and "and" as interchangeable in client names, so "Doe, John & Jane" in Drake will match "Doe, John and Jane" in SmartVault.
  • MFJ Client Naming: For MFJ clients, Drake uses only the taxpayer's last name in the file name. Use only the taxpayer's Last Name in SmartVault to ensure proper routing.
    • Example: If the couple's names are John Doe and Jane Deer, enter the client name in SmartVault as Doe, John and Jane for SmartRouting to work effectively.

Routing Multiple Files with SmartRouting

SmartRouting allows you to route multiple files simultaneously, efficiently managing large batches of documents. To ensure a smooth experience, follow these tips:

  • Handling Error Messages:
    When routing multiple files, if one or more files fail to route, the Auto-Filer tool displays the error message for the first failed file. Any additional failed documents will appear in the Auto-Filer tool without specific error messages.

      Tip

    Before routing, verify that your document names align with the SmartRouting formulas configured for your account. This step helps minimize errors and ensures files are routed correctly.

  • Manually Routing Files in a Batch:
    If you are routing several files simultaneously and select Manually Route for one of them, the Auto-Filer tool for that file will only appear after all files in the batch have finished uploading.

      Tip

    To save time, consider routing files in smaller groups, especially if you anticipate needing to manually route any documents.

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