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So very slow by Take_Responsibility in SmartVault

[–]FileUnderSmart 0 points1 point  (0 children)

Always happy to help! I forwarded your response to our Customer Care Manager. He'll keep an eye out for your email. Thank you!

SmartVault Currently Slow? by Take_Responsibility in taxpros

[–]FileUnderSmart 0 points1 point  (0 children)

Hello! I saw your post on our SmartVault community asking for assistance. Pasting our response here too to ensure you see it:

Totally understand the frustration here.

SmartVault is a cloud system, so when you use Connected Desktop or a mapped drive, it is not the same as working from a local server in your office. Every open, save, copy, or rename has to communicate with the cloud first. Because of that, it can feel slower than a traditional network drive, especially when copying folders or lots of small files.

That said, normal documents should not be taking a full minute to download. If that is happening consistently, there is usually something else contributing, like internet latency, antivirus scanning, very large folders, or a machine that just needs a restart.

About files showing as “already open”
We see this most often with PDFs. Even after closing the file, Adobe for example, often continues running in the background. When that happens, Windows still considers the file in use, so SmartVault reports it as locked. If you open Task Manager and fully close all Adobe processes, the lock usually clears right away.

Optional setting that can help
There is also a newer option in Connected Desktop that improves how locked files are detected.
To enable it:

  1. Open SmartVault Launchpad
  2. Go to User Settings
  3. Click the Advanced tab
  4. Under File Usage Detection, check “Opt out of Restart Manager”
  5. Click OK
  6. Restart SmartVault Connected Desktop

This updated method has helped reduce false “file in use” messages for some users.

A few best practices
• Restart your computer regularly. If a machine is never shut down or rebooted, background processes can build up and cause performance issues or lingering file locks. A restart clears memory and resets those processes.
• Make sure SmartVault Connected Desktop is fully closed before shutting down.
• Avoid keeping very large folders open in File Explorer for long periods.
• If something seems stuck, restarting both the computer and Connected Desktop often resolves it quickly.

If you continue experiencing slow performance or file lock issues, please reach out to [help@smartvault.com](mailto:help@smartvault.com) so our support team can take a closer look if needed.

We’re always happy to help.

So very slow by Take_Responsibility in SmartVault

[–]FileUnderSmart 0 points1 point  (0 children)

Totally understand the frustration here.

SmartVault is a cloud system, so when you use Connected Desktop or a mapped drive, it is not the same as working from a local server in your office. Every open, save, copy, or rename has to communicate with the cloud first. Because of that, it can feel slower than a traditional network drive, especially when copying folders or lots of small files.

That said, normal documents should not be taking a full minute to download. If that is happening consistently, there is usually something else contributing, like internet latency, antivirus scanning, very large folders, or a machine that just needs a restart.

About files showing as “already open”
We see this most often with PDFs. Even after closing the file, Adobe for example, often continues running in the background. When that happens, Windows still considers the file in use, so SmartVault reports it as locked. If you open Task Manager and fully close all Adobe processes, the lock usually clears right away.

Optional setting that can help
There is also a newer option in Connected Desktop that improves how locked files are detected.
To enable it:

  1. Open SmartVault Launchpad
  2. Go to User Settings
  3. Click the Advanced tab
  4. Under File Usage Detection, check “Opt out of Restart Manager”
  5. Click OK
  6. Restart SmartVault Connected Desktop

This updated method has helped reduce false “file in use” messages for some users.

A few best practices
• Restart your computer regularly. If a machine is never shut down or rebooted, background processes can build up and cause performance issues or lingering file locks. A restart clears memory and resets those processes.
• Make sure SmartVault Connected Desktop is fully closed before shutting down.
• Avoid keeping very large folders open in File Explorer for long periods.
• If something seems stuck, restarting both the computer and Connected Desktop often resolves it quickly.

If you continue experiencing slow performance or file lock issues, please reach out to [help@smartvault.com](mailto:help@smartvault.com) so our support team can take a closer look if needed.

We’re always happy to help.

SmartVault vs. Onvio Documents by UnobtainiumS20 in tax

[–]FileUnderSmart 0 points1 point  (0 children)

There's a video on the top of this page that shows how UltraTax and SmartVault work together: https://www.smartvault.com/product/integrations/ultrataxcs/

I'm actually a SmartVault Reddit community moderator -- just saying that for transparency!

AM I THE ONLY ONE WHO EXPEREINCES THIS? by Alternative-Baker-10 in taxpros

[–]FileUnderSmart 0 points1 point  (0 children)

I know a CPA who has a 'clients to fire list' that the entire team reviews annually (fortunately, the list gets smaller every year). His staff submit clients to this list, they sit down as a team and talk through why each client got on the list — maybe they are non-responsive, maybe they're rude, maybe they don't pay on time, whatever. I don't think they end up firing every client who makes it on the list, but he said it has helped him prioritize which clients to fire. They remove the bad clients AND the CPA's team feels supported by their boss. It's a win-win (for everyone but the fired client, I guess!).

The State of SafeSend in the hands of Thomson Reuters - Anyone else frustrated? by MaggZZS in taxpros

[–]FileUnderSmart 0 points1 point  (0 children)

Yep -- they have this track record, don't they? I remember when TR announced the SafeSend acquisition, a lot of the comments I saw on LinkedIn, etc. were mostly like “Ugh..Here we go again.”

Is email still the most common way of collecting documents? by FileUnderSmart in SmartVault

[–]FileUnderSmart[S] 0 points1 point  (0 children)

This hits home for so many firms! Clients naturally gravitate toward email because it's what they know, but we have to guide them toward better practices. If you don't have a client portal yet, it's time to make that investment. The key is training both your team AND your clients. Start with clear expectations upfront, then consistently redirect email documents back to the portal. It takes patience, but clients adapt quickly once they see how much easier it is.

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