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

Importing Clients from a CSV File

GENERAL USER

Importing your client list into SmartVault is streamlined if you have exported it from any supported applications into a CSV file. 

Supported Applications

SmartVault supports client list exports from:

Important for Business Pro Users

To import clients from a CSV file, Business Pro users must first add Client Type Qualifiers to their SmartVault account. This step is crucial for the import process to recognize and correctly categorize your clients.

Formatting a CSV File

To ensure that SmartVault imports all of your client data, follow these steps for formatting the CSV file:

  1. Download the SmartVault CSV template. Make sure the CSV file includes the following required 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

    • SmartVault ignores First, Middle, and Last Names for business Client Types, requiring only the Company Name.
    • For individual Client Types, SmartVault ignores the Company Name.
    • The Client ID is optional but recommended. If provided, it must be at least four characters long and unique. If a Client ID is not assigned during the import process, SmartVault will automatically generate a random one. Please note that once a Client ID is created, it cannot be modified. If you need to change the Client ID later, you must recreate the client profile in SmartVault. 
    • The Client Type is required, and only those types listed below are allowed:
    • The First Name, Middle Name, and Last Name fields only apply to individual clients. They will be ignored for business clients. For married couples, you can add both first names in the First Name (e.g., John & Jane).
    • The Email field is optional. You can only add one email address in this field. You can add additional email addresses after the client is imported into SmartVault.
    • In the Company Name field, do not enter any periods; however, the "&" symbol is allowed.
    • If an SSN or FEINS  number starts with a zero, keep leading zeroes. This process must be redone if you close and reopen the document, as CSV files don't allow special formatting.

Importing the CSV File

  1. Open the SmartVault Launchpad and click Import Data.
  2. Select the source application.
  3. Click Browse, and then select the CSV file. Click Open.
  4. Select the SmartVault account you want to import to, and then click Next.
  5. When successful, the client list is displayed in the SmartVault account.

      Note

    Trial customers can only import up to 10 clients.

  6. Click Import All to import every client in this list, or click Import Selected to import only those clients you've selected. A progress bar will appear showing the status of the import process.
  7. When finished, click Exit.
Importing Clients from a CSV file.gif

Editing CSV Files Exported from SmartVault

To import a CSV file exported directly from SmartVault Client Management, you must edit the file 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 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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