1. SmartVault
  2. Tools and Utilities
  3. Import Data Tool
  4. Importing Data

Importing Clients from a CSV File

GENERAL USER

You can quickly add multiple clients to SmartVault by importing a CSV file. This is useful if you are migrating your client list from another system or preparing to add a large group of clients at once.

To ensure the import works correctly, the CSV file must follow the required format and match the correct source type during the import process.

Supported Applications

SmartVault supports importing client lists exported from the following applications:

Important for Business Pro Users

Business Pro accounts must first configure Client Type Qualifiers before importing clients from a CSV file. This ensures SmartVault can correctly categorize clients during the import process.

Before You Begin

Before importing your CSV file, confirm the following:

  • Your CSV file was exported from a supported source (such as ProConnect Tax Online, Outlook, or the SmartVault CSV template).
  • The source format you select during import matches the system that generated the CSV file.
    For example, if the CSV was exported from ProConnect Tax Online, select CSV ProConnect Format on the Import Data screen.
  • The file is saved as a CSV (.csv) and has not been converted to another format.

These checks help prevent common import errors.

Formatting a CSV File

To ensure SmartVault imports your client data correctly, format your CSV file using the SmartVault CSV template:

  1. Download the SmartVault CSV template and confirm it contains the following columns:
    • Client ID (optional)
    • Client Type (required)
    • First Name
    • Middle Name
    • Last Name
    • Email
    • Company Name
    • Home Phone
    • Work Phone
    • Fax Phone
    • Other Phone Number (Cell). 

  Important Formatting Rules

  • Business clients: SmartVault ignores First, Middle, and Last Name fields and requires only Company Name.
  • Individual clients: SmartVault ignores the Company Name field.
  • Client ID: Optional but recommended.
    • Must contain at least four characters
    • Must be unique
    • If not provided, SmartVault generates one automatically.
    • Once created, a Client ID cannot be modified. To change it later, the client profile must be recreated. 

  • Client Type: Required. Only the supported client types listed below can be used:

  • Names for individuals:
    • First Name, Middle Name, and Last Name apply only to individual clients.
    • For married couples, both first names can be entered in the First Name field (for example: John & Jane).
  • Email:
    • Only one email address can be included during import.
    • Additional email addresses can be added later in SmartVault.
  • Company Name:
    • Do not include periods (.)
    • The & symbol is allowed
  • SSN or FEIN numbers starting with zero:
    • Keep the leading zeroes. CSV files may lose formatting when reopened and saved in Excel.

Importing the CSV File

Follow these steps to import your formatted CSV file.

  1. Open the SmartVault Launchpad and click Import Data.

  2. In the Select the source to import from section, choose the format that matches the system that generated your CSV file. 
    For example:

    • CSV ProConnect Format — for files exported from ProConnect Tax Online
    • CSV SmartVault Format — for files created using the SmartVault template

    The available formats depend on the products integrated with your SmartVault account.
    SV - Launchpad Import Data Source Formats.png

  3. Click Browse, select your CSV file, and click Open.
  4. Select the SmartVault account you want to import the clients into.
  5. Click Next.

When the file is validated successfully, the client list will appear in SmartVault.

Import the Clients

You can choose how many clients to import:

  • Import All – imports every client listed
  • Import Selected – imports only the clients you choose

A progress bar displays the status of the import.

When the process is complete, click Exit.

  Note

Trial accounts can import up to 10 clients.

Animated Guide

If the animation appears small, click the Expand icon in the bottom-right corner to enlarge it.

Importing Clients from a CSV file.gif

Editing CSV Files Exported from SmartVault

If you export a client list from SmartVault Client Management, the file must be edited before re-importing.

Follow these steps to prepare the file.

  1. Download the SmartVault CSV template.
  2. Sort and Filter by Client Type in Excel. This step simplifies organizing the data:
    • Sort A-Z.
    • Select Expand the selection when prompted and click Sort.
      Sort Data Excel.png
  3. Map Columns: Copy and paste data from the exported CSV into the template:
    • Client ID (from exported CSV) → Client ID
    • Client Type → Client Type
    • Phone Number → Home Phone
    • Email Address → Email
    • For Entities (e.g., Corporate, S Corps, Fiduciary, etc.), copy and paste the name into the Company Name field.
    • For Individuals,
      • Split First and Last Names into separate columns:
        • Create a new sheet in Excel.
        • Copy and paste individual client rows into the new sheet.
        • Highlight the Name column, go to Data, and select Text to Columns.
          Excel - Text to Columns.png
          • Step 1: Keep Delimited checked and click Next.
          • Step 2: Select Comma as the delimiter and click Next.
          • Step 3: Review the preview. If satisfied, click Finish.
      • Copy and paste data into the respective First Name and Last Name columns.
  4. Save the File: Save the updated file as a CSV and close it before importing it into SmartVault.
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