Navigating the New Client Management

Overview

The SmartVault Client Management in the Portal is an area you can easily navigate to manage your clients.

This article will help you navigate the Client Management view and know where to utilize the available actions.

  Note

To see the new Client Management experience, you must set your view preferences to "2020 New View".

Client Management New Experience

To access the new Client Management experience, select Client Management from the left sidebar.

CM_-_Left_pane.png

The Client Management view displays relevant information about your clients. 

CM_-_Main_pane.png

  • Click on any client to open the Client Details page. 

    CM_-_Client_name_grid.png

  • Click the client's vault icon to navigate to View Files and Folders

    CM_-_Client_vault_icon_grid.png

Client Status Filter tabs

Client Status Filter tabs—located at the top of the screen—allow filtering of your client list by status. Each tab displays the number of clients in the list for each group.

CM_-_Filter_tabs.png

  • TOTAL (default) - lists all your clients regardless of their status.
  • ACTIVATED - lists the clients who have activated their SmartVault account.
  • INVITED - lists the clients invited to your SmartVault account.
  • NOT INVITED - lists the clients that have not been invited to your SmartVault account.
  • MISSING EMAIL - lists the clients who are missing an email address.

  Note

Client Status Filter tabs will not be visible to assigned employees.

Search

The search feature allows you to locate a specific client. Start typing the client's name (client's first or last name or a company name) in the search field, and the suggestions will appear as you type.

CM_-_Search.png

Filters

The Filters feature allows you to filter your clients by Client Type or view only the clients assigned to you.

CM_-_Filters_button.png

Click on Filters and select the Client Type from the drop-down menu. You can toggle My Clients only to see only the clients assigned to you.

CM_-_Filters_options.png

A filter indicator with a numerical value will display inside the Filters button when a filter is applied to tell you are viewing filtered results. 

CM_-_Filters_indicator.png

Actions on Clients

The Actions button (ellipses) provides additional actions on all or selected client(s).

CM_-_Actions_button.png

All Clients

Click the Actions button (ellipses) and choose the option you want to perform on all your clients.

CM_-_Actions_button_menu.png

Add Engagements to all

Select this option to create engagements for all clients on the list. 

On the Add Engagement for all Clients pop-up modal, select the Engagement from the drop-down menu and click Add.

CM_-_Create_engagement_for_all_clients.png

You will receive an email notification when the operation completes. 

Export to CSV

Select this option to export your client list to a CSV file. You will receive an email with a link to the exported file once the processing of the request completes. 

The following alert message will appear. Click the x to close it.

CM_-_CSV_Export_alert.png

The CSV file is uploaded to the System Reports vault in the Firm container of your account. You can access this file at any time until you delete it.

Selected Clients

Select one or more clients, click on the Actions button and choose the option from the menu.

CM_-_Actions_button_menu_selected_clients.png

Add Engagements

Select this option to create an engagement for the selected clients.

  1. Click on Select Engagement and choose the type of engagement from the drop-down menu.
  2. Click on Select Year and choose the year for the engagement you are creating. 

    CM_-_Add_engagement_for_selected_clients.png

  3. Enable the Select Specific Template checkbox if you want to use a specific template for the engagement. Select a template from the drop-down menu and click Add.

    CM_-_Add_engagement_for_selected_clients_w_template.png

  4. The Adding Engagements pop-up modal appears, displaying the engagement added to the clients along with the status.

    CM_-_Add_engagement_for_selected_clients_-_message.png 

Merge Clients

Select this option to merge the files and information from both clients into the selected client.

  Note

Ensure the clients you select to merge meet the following matching criteria:
    • Client names
    • Client IDs
    • Tax IDs
  1. Select the two clients you want to merge.
  2. Click on the Actions button and choose Merge Clients.
  3. On Merge Clients, click the client that will contain the merged information to select it and click Merge, or click the X to close the pop-up modal and cancel the operation.

    CM_-_Merge_clients.png

  4. If successful, an alert message is displayed when the merge is complete. 

Invite Clients

Select this option to give your clients access to your SmartVault account.

  1. Select the client(s) you want to invite.
  2. Click on the Actions button and choose Invite Client.
  3. The Sending Client Invites pop-up modal appears, displaying a list with the client(s) invited and the status.

    CM_-_Invite_client.png

Assign Employees

Select this option to assign employees to work with specific clients. The assigned employee will have full functionality for their client(s) vault(s) based on their role as a Firm Manager or Firm Employee. 

  1. Select the client(s) you want to assign the employee.
  2. Click on the Actions button and choose Assign Employees.
  3. The Assign Employees pop-up modal appears displaying the Currently Assigned Employees for the client along with their role. For the Currently Assigned Employees, you can change the role by clicking on it and selecting a new role from the drop-down menu, or remove an assigned employee by clicking on the trash can icon for the employee. 

    CM_-_Assign_employees_to_client_1.png

  4. Click + Add Employee.

    CM_-_Add_employee_button.png

  5. Select the employee(s) you want to assign to the client from the Available Employees section. The selected employee is moved to the Employees to Add section. Select the Role from the drop-down menu and click Save.

    CM_-_Add_employees_modal.png

  6. The employee is added and assigned to the client.
  7. Click Close.

Archive

Select this option to archive inactive clients, so their names no longer appear in your current client list.

  1. Select the client(s) you want to archive.
  2. Click on the Actions button and choose Archive.
  3. You have the option to preserve or remove the client access. On the Archive Client modal pop-up, select the option accordingly and click Archive.

    CM_-_Archive_client.png

  4. The Archiving Clients pop-up modal appears, displaying the client(s) being archived with the status.

    CM_-_Archiving_clients_modal.png

      Note

    The employees' access remains so they can still access the archived client data via View Files and Folders.

    SmartVault administrators can quickly restore archived client vaults from the Archived Clients area on the Portal if the client returns.

Add Client

To add new clients, follow these steps.

  1. Click the + Add Client button.

    CM_-_Add_client_button.png

  2. On the Add new client screen, select the type of client you are adding. Person if the client is an individual. The fields on the screen will change dynamically based on this selection.

    Select Entity if your client is a business or organization.

    CM_-_Add_client_Entity.png

    Select Person if the client is an individual.

    CM_-_Add_client_Person.png

  3. Select the Type qualifier. This is a dynamic field based on the type of client selected and allows you to organize the client type into further categories. 

    To add a new type qualifier, click the + icon. 

    CM_-_Add_type_qualifier_symbol.png

    On the Create Client Types modal, click the + Add button corresponding to the type of client for which you want to create the type qualifier.

    CM_-_Create_client_types.png

    Enter the new Type Qualifier in the field that appears and click Save.

    CM_-_New_type_qualifier.png

      Note

    You can not delete a type qualifier once you have created one, but you can edit it. For more information, see Adding Client Type Qualifiers

  4. Continue adding the client's information and click Save Client.

    CM_-_Add_client_Person_w_data.png

    Required fields are followed by an asterisk*. 

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 invite 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.

Client Details

The Client Details page allows you to view, edit the client's information, and perform additional actions.

The top section displays the client's basic information and action buttons to view the vault, invite the client, and edit the client. The bottom section features tabs with the ability to manage Contacts, Engagements, Projects, Send Tax Returns, Send Organizers, Send Financials, and Assigned Employees. 

CM_-_Client_details.png

Action Buttons

mceclip0.png - Click this button to open the client's vault. This action will navigate you to View Files and Folders.

mceclip1.png - Click this button to invite the client to your SmartVault account. 

mceclip2.png - Click this button to edit the client's information. This action will open the Edit Client page.

CM_-_Edit_client.png

Make the necessary changes and click Save Client to apply the changes.

Tabs

Contacts

This tab lists all the client contacts information.

CM_-_Contacts_tab.png

Click Edit Contacts to manage the client contacts information (add/edit/remove).

Engagements

This tab displays all the client engagements. 

CM_-_Engagements_tab.png

Click the folder icon mceclip3.png for the engagement to open it in View Files and Folders.

Click on the Export Engagements button to export the engagements to a CSV file.

Projects

This tab displays all projects for the client.

CM_-_Projects_tab.png

Click the folder icon mceclip3.png for the project to open it in View Files and Folders.

Click on the Export Projects button to export the projects to a CSV file.

Send Tax Returns

This tab allows you to view and manage the client's tax engagements.

CM_-_Send_tax_return_tab.png

Click mceclip4.pngto export the client engagements list to a CSV file.

Click mceclip5.png to view client engagements based on the following criteria:

    • Whether or not the Income Tax statement has been shared with the client (only applies to tax clients)
    • Whether or not the Client tax return copy has been printed (only applies to tax clients)
    • Whether or not the Government tax return copy has been printed for the client (only applies to tax clients)
    • Select a Year Range (Beginning year, Ending year)

Use the filter controls to make the selection and click Filters to close the pop-up modal.

CM_-_Send_income_tax_email_filters.png

To send the income tax email to the client, select the engagement from the list and click the Send Income Tax Email button. You will be prompted to confirm sending the income tax email, click Ok to proceed.

CM_-_Send_income_tax_email_confirm.png

Send Organizer

This tab allows you to view and manage the client organizers.

CM_-_Send_organizer_tab.png

Select an Organizer and click:

    • mceclip2.png to send a reminder
    • mceclip0.png to mark the Organizer ready to prepare
    • mceclip1.png to mark the Organizer not ready to prepare

Click mceclip4.pngto export the client organizers list to a CSV file.

Click mceclip5.png to view client organizers based on the following criteria:

    • Whether or not the Organizer has been printed
    • Whether or not the Organizer has been sent to the client
    • Whether or not the client downloaded the Organizer
    •  Whether or not a reminder has been sent to the client
    • Whether or not the client is ready to prepare
    • Select a Year Range (Beginning year, Ending year)

Use the filter controls to make the selection and click Filters to close the pop-up modal.

CM_-_Send_organizer_filters.png

To send an organizer to the client, select it from the list and click Send Organizer Email. You will be prompted to confirm sending the organizer email, click Ok to proceed.

Send Financials

The Send Financials tab gives you the ability to see at a glance:

  • Customers who have been sent a statement for the particular month
  • Customers who have downloaded and viewed the statement
  • And the ability to send the financials email or a reminder to those who haven't yet downloaded

CM_-_Send_financials_tab.png

Click mceclip4.pngto export the financial statements to a CSV file.

Click mceclip5.png to view client financials based on the following criteria:

    • Whether or not the Financials has been printed
    • Whether or not the Financials has been sent to the client
    • Whether or not the client downloaded the Financials
    •  Whether or not a reminder has been sent to the client
    • Select the Financials Year

Use the filter controls to make the selection and click Filters to close the pop-up modal.

CM_-_Send_financials_filter.png

To send financial statements to the client, select them from the list and click Send Financials Email. You will be prompted to confirm sending the financials email, click Ok to proceed.

Assigned Employees

This tab allows you to view and manage the employees assigned to the client.

CM_-_Assigned_employees_tab.png

You can change the Role for any assigned employee by clicking on it and selecting a new role from the drop-down menu, or remove an assigned employee by clicking on mceclip5.png for the employee. 

To assign an employee to the client follow these steps:

  1. Click mceclip6.png.
  2. Select the employee(s) you want to assign to the client from the Available Employees section. The selected employee is moved to the Employees to Add section. Select the Role from the drop-down menu and click Save.

    CM_-_Add_employees_modal.png

  3. The employee is added and assigned to the client.
  4. Click Close.
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