Using the Connected Desktop

The Connected Desktop is the easiest way to work with the tax documents you store in SmartVault. 

Use the Connected Desktop to upload, download, scan, edit, generate and send documents for specific clients.

Document View Pane

The Document View pane is the main working space in the Connected Desktop. You use it to work on client files and folders stored in SmartVault.

  • The top of the Document View pane displays the client's name.
  • Any files and folders stored in SmartVault for the selected client appear in this pane.
  • Any changes made to files or folders within the Document View pane are also made to the file stored in SmartVault. 

The Document View toolbar allows you to perform various actions to the files or folders you select. The options change based on whether you are working with a file or a folder.

WDC_Folders_and_Files.png

Actions for Files

From the Document View pane, files can be:

  • Uploaded to folders in SmartVault by browsing or by drag/drop.
  • Downloaded to your computer by browsing or by drag/drop.
  • Created from a scan and uploaded directly to a folder.
  • Opened, edited, and saved.
  • Printed.
  • Sent via email as links, not as attachments - See Sending Files from Connected Desktop to a Client.
  • Sent via email as a password-protected file. An email program is required for this function, e.g., Microsoft Outlook - See Sending Files from Connected Desktop to a Client.
  • Cut, copied, pasted, renamed, and deleted.

Actions for Folders

From the Document View pane, folders can be:

  • Created.
  • Uploaded to SmartVault by drag/drop.
  • Downloaded to your computer by drag/drop.
  • Cut, copied, pasted, renamed, and deleted.

Using the Right-Click Menu on Files

When you right-click on a file, a menu opens to display the actions you can perform. 

WDC_Righ-click_menu_on_files_.png

Open - Opens the file using the default program you have set on your computer—such as Adobe Acrobat for PDF files, Microsoft Word for .docx or .doc files, and Microsoft Excel for .xlsx files.

Open in Portal - Opens the file in the SmartVault Portal.

Edit - Edits PDF files or image files (such as .jpeg or .png files). This opens the Scan Document window allowing you to make changes to a PDF or image file. Right-click on a page to access the options (e.g., rotate, delete a page, add a note, highlight, stamp, add a checkmark, or x mark).

 

Open with - Enables you to view all of the options available on your computer that can be used to open the file. These options will vary depending on the programs you have installed and the file you are attempting to open. 

 

Send To - Enables you to view the available options for moving a file to your computer or a recipient. Any choices below the line are dependent on your computer and vary based on your operating system's settings. 

  Note

Using some of these tools, such as Fax Recipient or Mail Recipient, uses an unencrypted file and attaches the file to fax or email. These tools should never be used with confidential files.

Properties - Opens the properties dialog box to view more details about a file.

 

Using the Right-Click Menu on Folders

When you right-click on a folder, a menu opens to display the actions you can perform on a folder.

WDC_Right-click_menu_on_folders.png

New Folder - Creates a new folder inside the selected folder.

WCD_-_Righ-click_menu_new_folder.png

Upload - Opens a window to browse your computer for files to add to the folder.  

 

Scan - Opens the Scan Document window, allowing you to add scanned documents or other document images to a folder.

 

Properties - Opens the properties dialog box to view more details about the folder.

Using the Right-Click Menu's General Features

Below are the right-click menu's general features. Delete, Cut, Copy, and Paste all function in the same manner as Windows Explorer. 

Cut - Removes the file from its current location and places it into the clipboard so you can move it to a new location.

Copy - Creates an additional copy of a file in a new location. 

Paste - Becomes active when you have a file copied to your clipboard after clicking Cut or Copy.

Select all - Selects all folders and allows you to perform an action on all folders in a client vault.

WDC_-_Sellect_all.png

Find - Allows you to search within a client vault for a file or folder.

WDC_-_Find.png

Refresh - Updates your Document View pane to display any files or folders that have been added while you have been working in the Connected Desktop. Pressing the F5 key will also refresh your Document View pane.

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