Using the SmartVault PDF Printer

Overview

The SmartVault PDF Printer prints your file as a PDF to SmartVault and appears in any situation where you could use a normal printer, so you aren't limited to only printing from Microsoft Office.

In fact, you can print from other office productivity suites like OpenOffice, for example. You can use the SmartVault PDF Printer to print to the Inbox, the Toolbar, the Connected Desktop, or the Auto-Filer. If you're using a combination of these applications simultaneously, SmartVault will prompt you to choose the Connected Desktop, Inbox, Toolbar, or Auto-Filer as the destination for your printed PDF file.

Print to the SmartVault Inbox

  1. Open any software that allows printing. For this tutorial, we'll use Microsoft Excel.
  2. After working with a file in the program, print the file.
  3. Select SmartVault PDF Printer from the list of printers and click Print.
  4. If you aren't currently signed in, the SmartVault Launchpad that is part of the SmartVault for Windows software will prompt you to sign in.
  5. By default and with no other SmartVault applications open, SmartVault prints to the Inbox. If you have other SmartVault applications open, click Inbox when prompted to use the Inbox to upload.
    SmartVault_PDF_printer.png
  6. Select the folder path to save this file and click Upload when you've located the correct area in your SmartVault account.

Print to the SmartVault Connected Desktop

  1. Open Connected Desktop, select a client and click on the folder to which you want to print.
  2. Open any software that allows printing. For this tutorial, we'll use Microsoft Excel.
  3. After working with a file in the program, print the file.
  4. Select SmartVault PDF Printer from the list of printers and click Print.
  5. If you aren't currently signed in, the SmartVault Launchpad that is part of the SmartVault for Windows software will prompt you to sign in.
  6. Depending on the SmartVault applications you currently have open, a window opens to display the possible locations to which you can send the printed PDF. Click on Connected Desktop.
    SmartVault_PDF_printer.png
  7. The PDF uploads to the folder you previously clicked.

Print to the Auto-Filer

  1. Make sure you are logged in to the SmartVault Launchpad.
  2. Open any software that allows printing. For this tutorial, we'll use Microsoft Excel.
  3. After working with a file in the program, print the file.
  4. Select SmartVault PDF Printer from the list of printers and click Print.
  5. Depending on the SmartVault applications you currently have open, a window opens to display the possible locations to which you can send the printed PDF. Click on Auto-Filer.
    SmartVault_PDF_printer.png
  6. Select the criteria used to route your document: the account the auto-file applies to, client, engagement type (and engagement period if applicable), and tag (document type). For this example, I've selected the following criteria:
    • Client: Allen, Paul
    • Engagement type: Accounting Services
    • Engagement period: Year - 2014 / Month - August
    • Tag: Balance Sheet
      Note(s): You cannot auto-file a document without selecting an engagement type. You do not have to select an existing document tag. You can enter your own.
  7. Click Upload to auto-file your document.
  8. Navigate to the SmartVault Connected Desktop to ensure your document has been auto-filed correctly. In this case, a new Accounting Services 2014 engagement has been created for the client 'Allen, Paul,' and the document is now in an August sub-folder under the new engagement.

Considerations and Resources

Since an already existing PDF cannot be converted to a PDF file, using the PDF Printer with a PDF fails. If you need to upload a PDF or upload a file using its original file type, see the steps on using the Upload to SmartVault folder, or if working with Connected Desktop, drag and drop the file to the destination folder.

You can also use the SmartVault PDF Printer with files in Windows File Explorer and your computer's desktop.

And you can set the default SmartVault application to use when printing or scanning with the PDF Printer.

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