Adding Clients in the Portal

Administrators and Account Employees can add clients to the SmartVault account. Upon addition, a vault is automatically created for the client, providing a secure and organized approach to managing their documents and interactions.

You can use the SmartVault Portal to add a dozen or fewer clients to your account. After adding new clients, you can invite them to create a SmartVault guest account. Your clients can use their guest accounts to view and download documents, respond to document requests, and upload their own documents.

  Information

To add larger numbers of clients at once, SmartVault recommends importing clients with a CSV, or using the Import Data Tool with Lacerte or ProSeries.

Adding Clients in Client Management

To add a new client in the SmartVault portal:

  1. Sign in to the SmartVault Portal and go to Client Management in the navigation panel.
  2. Click + Add Client.
  3. In Add new client, select a client type:
    • Entity— Your client is a business or organization.
    • Person—Your client is an individual.
  4. Choose a Type qualifier to organize the client type into a specific category.
    • To add a new type qualifier:
      1. Click Add .
      2. When Create Client Types opens, click + Add for the client type qualifier you want to create.
      3. Enter a name for the new Type Qualifier, then click Save.

          Note

        You cannot delete a Type Qualifier once you have created one, but you can edit and add type qualifiers in your account settings.

        Image of Create Client types window. See information above.

  5. Enter the required fields marked by an asterisk, then add any Basic Info, Additional Contacts Info, and Aliases you want in your client's profile.
    • End of fiscal year— Select a month if you use the Accounting Engagement template embedded with the Accounting Monthly template and want subfolders starting with the month after the end of the fiscal year. For example, if the client's fiscal year ends in March, then SmartVault generates subfolders for that year's Accounting Services engagement templates starting with 01-Apr, 02-May, 03-Jun, etc. Leave the selection blank to start the subfolders with 01 – Jan, 02- Feb, 03 – Mar…, etc.

      Image of sample folder structure starting with April. See information above.

    • Preparer— Select a preparer to assign to the client. This can also be used as a macro variable in the email templates where %Preparer% displays the preparer on the client page.
    • Salutation—Select a salutation to use for all your outgoing email templates to the client, i.e., "Dear Dr. Gregory House,". Otherwise, the client’s first name is used in the email greeting, i.e., “Dear John,”.

      Image of sample financial statement email template. See information above.

  6. Click Save Client to save their profile and add the client to your client list.

More Actions

When you add a new client, you can also add more actions on the client within the same experience.

You have the option to:

  • Invite the Client
  • Add an Engagement
  • Send a Request Doc
  1. Click the More Actions button.
    CM_-_Add_client_More_Actions_button.png
  2. The More Actions pop-up modal appears.
    CM_-_More_actions_modal.png
  3. Enable the checkboxes for the actions you want to perform on the added client and click Proceed to the selected action(s)
    • Invite the Client - will send an invitation email to the new client. You will get an alert message stating so.
    • Add an Engagement - will open the Add Engagement pop-up modal; select the type of engagement from the drop-down menu and click Add.
      CM_-_Add_engagement_modal.png
    • Send a Request Doc - selecting this option will enable by default the "Invite the Client" and the "Add an Engagement" actions as a pre-requisite for creating a Request Docs. Simultaneously, the client is invited, and the Request docs from template pop-up modal appear.
      CM_-_More_actions_Request_docs.png
      Enter the required information to create the Request Docs and click Send Request.

  Important

After adding a new client or user, you may need to restrict their access to specific folders. You can set up custom access permissions, ensuring the new user only has access to the necessary data.

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