Use this process when ATO SmartDocs does not have a direct integration with your Document Management System. This applies to Directory Structures, OneDrive and MYOB Document Migration (DM).
Once you have processed all documents in ATO SmartDocs and notified your clients , you are ready to download documents for uploading to your Document Management System.
Filter the documents you want to download by opening the Filters menu and selecting the appropriate options. You can also choose a saved or pre-loaded filter from the Load Filter menu.
We recommend notifying clients before downloading documents to your Document Management System as then the timestamp will be included as a footer in the email.
If needed, download documents in separate batches. For example, you may download documents for clients who use paper as their delivery method into a separate folder. You can filter these documents using the Filters menu or by selecting a saved filter.
Once you have applied the required filters, follow the steps below to download the documents.
Downloading documents (Archive.zip)
Select the documents you want to download.
Click the Download button.
A pop-up window will display the number of documents being downloaded and may also estimate the download time. Note: If Save Letter and/or Save Email is checked on the Document Profile, the document and a copy of the Letter or Email will be saved in the Archive.zip file.
When the download finishes, ATO SmartDocs creates an Archive.zip file. The file is saved to a location determined by your browser settings, usually your Downloads folder.
Uploading documents to your Document Management System
Depending on your Document Management System, extract the Archive.zip file to the appropriate folder. For example, if you use MYOB Document Migration, extract the file to a specific folder and then run the migration process.
If you use a sync-based system, extract the file into a watched or sync folder so your Document Management System uploads the documents automatically.
The Archive.zip file includes processed documents, along with any emails or letters generated. The folder structure inside the ZIP file is determined by the Save to folder field in each Document Profile.
Some examples include:
[FilingPath]\Correspondence— where[FilingPath]may include information such as the client’s last name initial and client name (e.g.S\Smith, Bob).[ClientCode]\Tax and Accounting\[FinYear]— resulting in a path likeSMITH001\Tax and Accounting\2023.
When you extract the Archive.zip file, the folder structure is retained. Ensure you extract the file to the correct level in your own client folder structure (usually the upper-level client folder).
If you are unsure where the file should be extracted, check the folder structure inside the ZIP file or confirm with another team member.
If the ZIP file includes a Letters folder, it will contain copies of the letters generated during processing for clients whose delivery method is paper, as well as copies of the ATO PDF documents. You can print letters and documents directly from this folder without needing to browse individual client folders.
Important: If you use MYOB DM, delete the Letters folder after printing the documents and letters and before running the Document Migration. Otherwise, migration errors may occur.
If you do not want to download the letter or email generated during processing, untick the Save Email and/or Save Letter checkboxes for the relevant Document Type in the Document Profile configuration section. Changes take effect the next time you process documents in ATO SmartDocs.