In SmartVault, you can modify the default mappings provided in SmartRouting formulas to ensure files are routed according to your business needs. These customizations help maintain accurate file organization based on your workflow.

The following video walks you through customizing formula mappings for SmartRouting.

Tax Engagement Folder Structure and Default Tag Mappings

The following table shows the default folder structure for Tax Engagements and the tags that automatically route documents to each folder. Understanding these default mappings is crucial when customizing your SmartRouting formulas.

Important Considerations for Custom Mapping

Before customizing your SmartRouting formula mappings, keep these key points in mind:

• Tag-Based Routing: The routed document follows the tag assignment, regardless of whether you move the tag to a different folder than the default location in the Tax Engagement Folder structure.
• Default Placement Reference: The table above is your reference for understanding where documents will be placed within the tax engagement structure by default.
• Verification Requirement: As a firm user, ensure that any tag you assign with custom mapping is placed on the correct folder in your tax engagement template. This verification step is critical to ensure that routed files land in the intended destination folder.

Benefits of Custom Mapping

• Ensures documents are correctly categorized according to your organization's naming conventions.
• Routes files to appropriate locations automatically, reducing manual filing work.
• Maintains consistency in document management across your team.
• Accommodates unique workflows that differ from default system settings.

For example, with UltraTax integration, the default document name "ArchiveTaxReturn" automatically routes to the "Preparer Copy" tag. Custom mapping allows you to create a more descriptive document name and change the routing destination to the "Client Copy" tag instead.

Customizing a Formula Mapping

1. Access SmartRouting Formula Settings
   • Sign in to the SmartVault Portal.
   • Click your initials at the top of the screen and click Settings.
   • Go to Account Settings > Manage Account and click Configure Integrations.
   • Select SmartRouting from the left navigation.
2. Edit Formula Mappings
   • On the SmartRouting page, locate the formula you want to customize.
   • Click Actions to the right of the formula's name, and select Edit Mapping Details.
3. Customize Mapping Details
   Some formulas have multiple tabs for mapping types (e.g., Document Type and Client Type). You can navigate between these tabs at the top of the mapping editor.
   • For Document Type Mappings: 
     1. Click the Document Type tab if it's not already selected.
     2. Modify the names in the Document Type from File Name field as needed.
     3. To change the mapped tag, click the Mapped SmartVault Tag dropdown menu and select a new tag.
        
     4. To add a new mapping, click + Add Document Type, enter a Document Type name, and select the appropriate SmartVault tag.
     5. Click Save Changes to apply your modifications.
   • For Client Type Mappings:
     1. Click the Client Type tab at the top of the mapping editor.
     2. Modify the names in the Client Type from File Name field as needed.
     3. To change the mapped tag, click the Mapped SmartVault Client Type dropdown menu and select a new client type.
        
     4. To add a new mapping, click + Add Client Type, enter a Client Type name, and select the appropriate SmartVault client type.
     5. Click Save Changes to apply your modifications.