Archiving and Restoring Inactive Clients and Folders

Overview

You may find that you have many inactive or former clients listed among your current clients in your SmartVault Connected Desktop.

You can archive a client so that their data is still preserved, but their name no longer appears in your current client list in the Connected Desktop.

Also, you can archive folders and old tax engagements so that your clients do not have access to them.

Archiving Inactive Clients

  1. Sign in to the SmartVault Portal.
  2. Select Files and Folder and click on Firm.
  3. In the right task pane, click the Create a new vault icon.
  4. Name the vault Archived and press Enter.
  5. Navigate to the client's container and enable the checkbox to the left of the client name for the clients you wish to archive.
  6. Click the Copy selected items icon. 
  7. Click on the Archived vault you created in step 2. Make sure that the Selected folder also reflects the Archived vault, and then click OK. You now have a copy of the clients as folders in the Archived vault.
  8. Use the SmartVault Drive to copy or drag and drop the client's vault into the archived vault.

      Note

    Since Windows File Explorer displays each container and vault within your SmartVault Drive as a regular folder, you can copy or drag and drop them into another vault within the Connected Desktop.

  9. Click the clients' container once again and select the clients you wish to delete. Click the Send selected items to trash icon to delete the clients. Click OK to confirm. 

Archiving Folders/Tax Engagements

Create secure storage for folders and tax engagements that no longer need to be viewed by your clients.

  Note

To perform these steps, you must be an Administrator or an Account Employee with read, write, create, and delete access permissions.

  1. Sign in to the SmartVault Portal.
  2. Navigate to your Archived vault. If you don't have an Archived vault, please follow steps 2 to 4 from Archiving Inactive Clients above to create it.
  3. In the right task pane, click the Create a new folder icon.
  4. Name the archive folder—for example, [ClientName] Old Tax Engagements and press Enter.
  5. Navigate to the Tax Returns folder within the client's container.
  6. Hold down the Ctrl key and click the folders for the tax years you want to archive, right-click on them, and select Cut.
  7. Navigate to the Archived vault and select the folder you created in step 4.
  8. Right-click on the folder and select Paste

Restoring an Archived Client

You may need to have a client restored with their files. To successfully restore a client, you will need to re-import the client and re-invite them to use SmartVault. 

  1. Re-import the client from your tax programs such as LaCerte or ProSeries.
  2. Copy and paste the old files from Inactive Clients or the archived folder you created using the SmartVault WebDrive.
  3. Invite the client to gain access to their account. For more information, see Managing and Inviting Lacerte or ProSeries Tax Clients.
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