1. Uploading the Document Ready to Send for Signature
Log into ATO SmartDocs.
Click the Vault icon at the top of the screen.
In the Vault tab, drag and drop any PDF you wish to send for signature into the Documents to Clients area (highlighted in red).
Once one or more documents have been uploaded, choose whether to:
Select multiple documents to send for signature, or
Send a single document individually.
2. Selecting and Sending Documents to Clients
Select the client who needs to sign the document(s).
If sending multiple documents, click Send for Signature.
If sending a single document, click the Send for Signature button next to it.
A pop‑up window will appear.
Either:
Manually enter the client’s details, or
Search for an existing client from HubData by entering at least three characters in Client Fullname.
Once selected, the client’s details will prefill, including mobile number and email address.
(Optional) Enable or disable the Send Notification option.
If you are already on the phone with the client, you may prefer to let them know verbally that the document will appear in their Vault within approximately five minutes.
3. Tracking the Timeline and Status of Client Signatures
The Vault contains signature‑related tabs:
Out for Signature
Displays all documents currently awaiting client action.
Click any document to view the full timeline showing:
When the document was sent
Whether the client has reviewed it
You may also:
Delete a document that is out for signature
Send a reminder to the client
Signed Documents
Displays documents that clients have returned and require further action.
Each document also includes a detailed Timeline, indicating whether the client signed or rejected it, along with timestamps.
From this screen, you can:
Archive the document into the client’s Vault
Download the document for your document management system
To store downloaded documents in your document management system:
Download the signed document.
Locate it in your downloads folder.
Drag it into the ATO SmartDocs tab.
Process the document as usual, but instead of sending it back to the client, send it to your document management system using a profile set to File Only.
Alternatively, drag it directly into your document management system.
Important:
Documents requiring signatures from more than one person remain in Out for Signature until all signatories have completed their actions.
4. Out for Signing — Client View
The client will see the document in their Vault with a signature-required symbol.
They click Sign to open the document.
The Sign Document and Reject Document buttons appear in the top right‑hand corner.
A confirmation message displays once the document has been signed (for both PC and mobile).
After signing:
Each page of the PDF includes a footer showing confirmation and timestamp.
An additional page titled “Appendix Signatories” is added, showing all signatures and timestamps.
Both the client and the firm can view this when downloading the file.
5. Notes for MacBook Users
Safari may block downloads from the Vault.
Clients using a MacBook should use Chrome to download documents.
Refer to the support article: iPhone and Apple Mac Vault download settings.