Use this process when ATO SmartDocs does not have a direct integration with your Document Management System, such as Directory Structure, OneDrive or MYOB Document Migration (DM).
Once you have processed all documents in ATO SmartDocs and notified your clients , you can export the documents to your directory structure or Document Management System.
Filter the documents you want to download or export by selecting options from the Filters button or by choosing a saved filter from Load Filter. For more details about filtering, watch the video.
We recommend notifying clients before exporting documents to your Document Management System.
Once you apply your filters, export the documents to the required directory.
Exporting documents (Export to directory structure)
This option is generally used when all clients receive documents by email, as a Letters folder is not created.
Select the documents you want to export, then click the Export to Directory Structure button.
A File Explorer window appears where you can select the export location.
Browse to the required location and click Select Folder.
A pop‑up message asks for permission to edit files in the selected directory.
Click Edit files. The Export Files progress window appears while the files export.
Once the export finishes, the Exported to Directory Structure tag appears beside the exported documents.
Uploading documents to your Document Management System
Depending on your system, you may need to run an additional process after extracting the exported files. For example, MYOB Document Migration may be required. You can refer to the article on Downloading and Importing to MYOB DM.
The Archive.zip file includes the processed documents and any emails or letters generated. The folder structure inside the ZIP file is determined by the Save to folder field in the Document Profile.
Examples include:
[FilingPath]\Correspondence— where[FilingPath]includes client-identifying fields.[ClientCode]\Tax and Accounting\[FinYear]— e.g.,SMITH001\Tax and Accounting\2023
When you extract the Archive.zip file, the folder structure is retained. Ensure you extract to the correct level in your client folder structure, typically at the upper client folder.
If you are unsure where to extract the file, check the contents of the ZIP file or confirm with another staff member.
If a Letters folder exists, it contains copies of letters generated during processing for clients whose delivery method is paper, along with a copy of the ATO PDF. You can print letters and documents from this folder without opening each client folder individually.
Important: If you use MYOB DM, delete the Letters folder after printing and before running Document Migration to avoid errors.
If you do not want to download the letter or email that was created, untick Save Email and/or Save Letter for the applicable Document Type in the Document Profile configuration area. Changes apply the next time you process documents.