This guide will help those who are migrating from Intuit DMS to SmartVault. If you aren't a DMS user, please see this article instead for more information on your migration process.
When you open SmartVault and sign in to the desktop software for the first time, the DMS Data Migration tool opens to help guide you through your migration to SmartVault from Intuit DMS. Be sure to check behind any other open windows on your desktop in case you can't find the tool. You'll first set up a folder template to be used in SmartVault based on your current DMS folder template. Then, you'll import your clients from your tax application, and immediately afterward, you'll import your documents from DMS.
Note: If you're a trialing account user...
Your imports from Intuit DMS are limited to 10 total clients. After 10 clients, you must purchase the Migration tool. Your imports from either Intuit tax application are unlimited, as long as you have less than 10 clients in your SmartVault account at a time. To enable more than 10 clients in your SmartVault account, you must purchase a SmartVault plan. To avoid any limits, you can purchase a SmartVault plan and the DMS Data Migration tool.
If you plan on using the Migration tool during your trial, we recommend importing 10 clients from your tax application and then importing the same 10 clients' documents from DMS. If you would rather skip this experience, click Cancel, and you can print a client's tax return directly to SmartVault from your tax application instead. Do not select Skip if you want to use this wizard at another time.
The DMS Data Migration Tool Will Open When You Sign In to SmartVault...
When you meet these conditions:
- you have less than 11 clients in your SmartVault account;
- you haven't selected Skip or completed the wizard yet;
- and you or a SmartVault Services employee hasn't manually altered your folder templates in the SmartVault folder.
If you don't meet all of these conditions, the DMS Data Migration tool will no longer open. If you've already completed this wizard, you can still import additional clients and documents by opening the Import Data tool from the SmartVault Launchpad or the Connected Desktop.
If you accidentally closed the wizard, see this article to reopen the DMS Data Migration tool.
If for any reason the tool will not open, and you meet all of these conditions, contact support for help.
Remember: Before contacting support, minimize any other open windows as the wizard might be hidden from view.
Start Your Migration with the Custom Folder Template Wizard
As previously stated, you'll need to create your custom folder templates before you import any data. The Custom Folder Template wizard is the first step in your migration process. This wizard is able to detect if you have DMS installed on your computer, and the wizard will use your default folder template in DMS as the basis of your folder template in SmartVault. All DMS users should select Startup my custom folder template setup and click Next to begin the wizard.
Each panel in the wizard includes instructions and there are only a few instances in which you must select an option that will impact your folder template. Throughout, you'll be able to view the changes being made to your folder template and how folder templates affect aspects of SmartVault. Run the wizard and reference back to this page if you experience any confusion. Click on each section below if you need additional help.
Why you shouldn't select Skip as a DMS user...
As a DMS user, SmartVault needs to model its folder template on your existing folder template to accurately migrate your data and enable all the features included in SmartVault. If you skip the Custom Folder Template wizard then you'll never establish your folder template and SmartVault won't work for you as well as it can. If you've selected Skip on accident, you can contact support to help with resetting your account to access this wizard again.
Select a different DMS database when previewing your current DMS folder template...
If you have multiple DMS databases, you can select which database you'd like to use to access a different DMS folder template. The wizard opens your default DMS database, but you can manually select another. Keep in mind, this choice doesn't affect what data you are importing but instead determines which of your existing DMS folder template you'd like to use.
On this panel, follow these steps:
- Click Browse and select the location where your other database is stored.
- Your changes should automatically be reflected in the folder tree displayed under Your DMS folder template preview.
- Click Next to move on.
Identify your tax engagement folders...
On this panel, you're selecting the folders that store your tax engagements. Typically, and the default setup in DMS, tax engagement folders have a pattern including the tax year, such as TY14 or TY2014. Make sure you select all the tax engagement folders for each year if the wizard didn't select these for you already.
If you don't have a pattern for your tax engagement folder, you'll most likely need to contact our Services team to provide the attention your unique folder structure needs.
Create a tax engagement folder template...
On this panel, the wizard takes your previous tax engagement folder selection and applies it to the folder template you're creating. The only action you might need to take here is if one of your tax engagement folders from a different tax year is the template you'd like to use. Follow these steps to switch years for your tax engagement folder template:
- Click on the drop-down menu under Select preferred tax engagements year from your DMS folder.
- Select the year that contains the accurate folders you want for your SmartVault folder template.
- Click Next to move on.
Confirm your tax returns folder...
On this panel, you're continuing to identify aspects of your DMS folder template that SmartVault needs. In this case, you identify the folder in which you keep your tax returns. This wizard will identify and check that folder automatically, but you can verify that this is the correct folder to use.
If you don't have a single folder in which you store tax returns, you'll most likely need to contact our Services team to provide the attention your unique folder structure needs.
To share the Complete Return or not...
Only users of Lacerte might have copies of tax returns identified as a Complete Return. In this panel, you're asked if you'd like those Complete Returns to be shared with your clients. Select Yes only if you want clients to access these types of tax returns. Often, firms do not want to share this with their clients as their employees have made internal notes in these documents not to be viewed by clients.
What happens when you click Save...
On the final panel of the Custom Folder Template wizard, the Next button is replaced with Save. Make sure you've made all the correct selections for your folder template as once you click Save, you can't run this wizard again. Clicking Save applies the folder template you created in this wizard to your SmartVault folder template, and thus the DMS Data Migration tool will no longer appear when you sign in to the SmartVault desktop.
Though you can always access the Import tool, you can't alter your custom folder template without contacting support to completely reset your account. So make sure you're ready to save!
Import Your Clients from Your Intuit Tax Application
After saving your template, you're asked if you'd like to import your clients and documents now. If you're ready, you can launch the Import Data tool. If not, you can always import data later by opening the Import Data tool from the SmartVault Launchpad or from the Connected Desktop.
You'll want to import your clients from Lacerte or ProSeries first. On the next panel, you'll see a list of the software that the Import Data tool has detected as installed on your computer. You'll need to select your most recent tax application (for example, select Lacerte 2014 over Lacerte 2013), and then click next to being your tax client imports.
Note: Remember, if you're using a trial account to evaluate SmartVault, you will have limits to your imports and client totals. Purchase a SmartVault plan and the DMS Data Migration tool to gain unlimited imports and clients.
Import from Lacerte...
Import from ProSeries...
Import Your Clients' Documents from Intuit DMS
After finishing the import of your clients from your tax application, you'll import your client documents from DMS. From either tax application import screen, click Previous until you're back on the main Import Data tool screen.
- Select Intuit DMS, your SmartVault account, and click Next.
Note: You can change the source folder for your DMS database by clicking Browse.
2. You can click Import All to import every client from your DMS database.
3. You can also select each client you want to import. Hold CTRL and click each client to select multiple clients that are not continuous, or hold SHIFT and click from one client to another client to select all clients in between the two.
4. Click Import Selected to import only those clients you selected.
5. As each client finishes importing, you'll see the status for the client. The import process is tracked with a progress bar, and when finished, you can click Exit.
Congratulations! You've migrated to SmartVault! After you exit the migration tool, the Connected Desktop opens automatically so you can see SmartVault in action. Check out additional information on Connected Desktop here.
If you need to import additional clients or documents later, you can open the Import Data tool at any time from the SmartVault Launchpad or from the Connected Desktop.