If your practice is using the Vault, then when documents are processed within ATO SmartDocs and the client has their Method set as email, the documents will be available in the client(s) Vault.
The Vault functionality also allows for documents (.pdf's) that are not processed via ATO SmartDocs to be securely uploaded to the Vault for your client(s). For example, when a client calls up and asks for an older document or a document that isn’t in their Vault currently, you will be able to copy it over into the person's Vault quickly and effortlessly whilst the client is still on the phone.
Uploading the pdf document(s) ready for Archiving
Log into ATO SmartDocs and click on the Vault icon
Once in the Vault tab, you will be able to drag and drop any .pdf document you wish to upload to the given client in the below area (i.e ‘Documents to Clients’ Tab, Highlighted Red box)
Release the mouse button when you see the +Copy appear. A message will appear while the document(s) are being uploaded.
Once you have uploaded one or more documents, you will be able to archive these documents to the chosen client via the Archive Documents button (for multiple documents) or the Archive file icon (for an individual document).
Selecting a client to upload the document to
Once you have selected the document(s) you wish to upload and clicked either the Archive Documents button, or if you wish to send only 1 document, clicked on the Archive file icon
, the Send to Archive screen will be displayed.
Either manually input the clients' details, OR, if this is one of your clients that is currently in your HubData then you will be able to search for that client under “Client Fullname:” and input a minimum of 3 characters to search.
Once you have selected the client, the information will prefill with the main emphasis on the mobile and email at the bottom of the popup screen. When multiple email addresses and mobile numbers are entered, the order of the email addresses and mobile numbers needs to be the same. eg. Email Address(es): Recipient 1 Email, Recipient 2 Email Mobile(s): Recipient 1 Mobile, Recipient 2 Mobile. Note: Send notification is an option, as if you are currently on the phone to the client you will be able to let them know to check their vault after 5 minutes when it will appear in their list of documents. Refer to Vault Configuration - SMS for customising the SMS notification.
Click Archive to send the email and notification (if Send notification is ticked and the relevant toggles are switched on in the Email Configuration and SMS Configuration) to the client. NOTE: The content of the email cannot be edited when sending a document to the Vault, but can be customised via Vault Configuration - Email
Documents uploaded to the Vault using the above steps will not have TFN details redacted when downloaded by your clients. The redaction of TFN details is available when documents are processed through ATO SmartDocs and is a practice wide setting. Please speak to ATO SmartDocs Support if you have any questions.
The archived document will now be in the clients' Vault and you can see the documents in each of the clients' Vault by going to the Archive Documents tab (See below screenshot) and searching for the clients' name or email address. Refer to Vault - Archive Documents.
If, for whatever reason, you archive the document to the wrong email address, and you wish to delete the document, refer to Vault - Deleting Documents
Note: - MacBooks - If your client has a MacBook - they will need to use Chrome to download the documents from the Vault as Safari may block their download from the Vault to their MacBook.
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