Adding a Company File to SmartVault

Overview

Before you attach documents to QuickBooks or Reckon Account entries in a company file using the SmartVault Toolbar, you must add your company files to SmartVault.

After you add company files to SmartVault, you can use the SmartVault Toolbar to directly attach to more than 30 entries in QuickBooks or Reckon Accounts. After attaching documents to entries, the documents you attach can be accessed using QuickBooks or Reckon Accounts anytime, anywhere from a Web browser using the SmartVault client portal.

The following video walks you through adding a company file once you've installed the SmartVault desktop software for QuickBooks. The steps are very similar for Reckon Accounts:

You must be a SmartVault account's Administrator or a member of the account's Vault Managers group for the vault where you add the company file before you can add a desktop company file to SmartVault. Find out more information about user groups in SmartVault. Find out more information about changing a user's group for a vault

You should create the vault you want to add the company file to before you add your company file to SmartVault. Find out more information about how to create a vault

If you don't want to integrate Quickbooks or Reckon Accounts with SmartVault and wish to stop SmartVault popups asking you to add a company file to SmartVault, see this article.

Before Installation

  1. Install the SmartVault Desktop software.  

      Note

    Install the SmartVault Desktop Software on all computers in your environment where employees are using SmartVault tools: the Inbox, the Mapped Drive, and the Toolbar.

  2. Sign in to SmartVault.
    • If you are working in a non-hosted environment, sign in to SmartVault from the SmartVault Desktop software installed on your local computer.
    • If you are working in a hosted environment, make sure you have signed in to SmartVault from the SmartVault Desktop software installed in your hosted environment.
  3. If you are prompted to specify an email address and password to sign in to SmartVault after clicking on the SmartVault icon in the notification area in the lower right corner of your desktop, enter your SmartVault user ID and password, and then click Sign In again.

Adding a Company File From QuickBooks

  1. Browse to the location of the company file you want to add to SmartVault.
  2. Open the company file you want to add to SmartVault as an Admin in single-user mode by completing one of the following steps:
    • If you are the only user for the company file, by default, you are already in single-user mode, and you are the Admin. Enter the password for your company file and then click OK.
    • If more than one user uses your company file, ensure that no other users are currently using the company file, and then in the User Name field, type Admin, and in the Password field, enter the password for the Admin user, then click OK.
  3. When you open the company file, an Application Certificate window appears, telling you that SmartVault is requesting access to the company file you currently have open and asking you to accept the SmartVault security certificate. You must accept the SmartVault security certificate before you can add the company file to SmartVault:
    • Select the fourth option: Yes, always; allow access even if QuickBooks is not running.
    • If more than one user uses your company file, select Admin from the Login as drop-down list.
    • Click Continue.
  4. From the Access Confirmation window, click Done.
  5. Wait until the Add Company to SmartVault window appears.
  6. In the Add to Vault field, select the vault to which you want to add the QuickBooks company file.

      Note

    If you have only one vault in your SmartVault portal, this vault will be selected for you by default. If you have more than one vault in your SmartVault portal, select the vault you want to add the company file to from the drop-down list.

  7. In the Folder name field, specify the name of the folder to which you want to add the company file.

      Note

    By default, the folder name is the name of the company file. If the folder name includes a period (.) character, an error message will display, and the OK button on the dialog box will be inactive. This is because folder names cannot include a period (.) character.

  8. Click OK. The SmartVault Toolbar displays on the right side of your QuickBooks window:
...