Once you have processed your ATO SmartDocs, some documents may have gone for Approval and require action in iWorkflows, others may have been processed without any further action required, and others may have returned with an error.
Click here for a short video explaining how the search button and the filters work when processing documents.
The table below describes the different document statuses (background colour):
Background Colour | Description |
Green | Document was successfully processed and ready to be exported or downloaded for filing. |
Red | An error was encountered and the document could not be processed. A reason for the error will be indicated below the document. This error may be due to the document profile not existing, or invalid data, i.e. Missing ClientCode, TFN or ABN, Duplicate Client Code in your Hubdata. Please check your Hubdata and search for your clients' ABN/TFN to confirm if there is a duplicate, or if there is missing information that is needed. Update the information needed in your Practice Management System, and then run a data refresh/data sync in Smartdocs, and try to reprocess the document. If the error is due to a missing document profile type, please contact [email protected] |
Orange | Document was processed and sent to iWorkflows for Approval by the relevant staff member. Refer to |
White | Unprocessed |
Dark Green | Document was processed and exported, or downloaded and filed. NOTE: This does not mean the document processing is complete, refer to the tags to check that the client has been notified. |
The text and icons that appear next to a document on the ATO SmartDocs processing screen, once the documents have been processed, give more specific details about the current status of the document.
Below is an explanation of the possible icons and tags which may be displayed:
Icon | Name | Description |
 | Adhoc Function (Blue arrow) | This icon indicates that you can process the document using the ad-hoc function. This would normally be selected if the document to be processed does not have an ABN or TFN on the document (eg. Tax Receipt), so you can use the ad-hoc function to select the document and the client details manually. The folder structure and the file naming convention will follow the normal procedures, as it will process it as it would if it was processed automatically through normal processing. Refer to Adhoc Processing for more details. |
 | Green star | This indicates there is missing information that is preventing the client from being notified. Eg. there is no mobile number or email address against this client record in Hubdata. You can still send the document out to the client by manually adding in the Email address or Mobile number when clicking the icon and then clicking the Send button. However, you should ensure that you update these details against the client in your Practice Management software to ensure these details flow through to ATO SmartDocs in the future. |
 | Send for Approval | This icon will appear next to documents that have been processed (green) and not completed, allowing for the document to be sent for approval, if required. A popup window will be displayed when clicking this icon to allow the user to select the Approver and enter any additional notes.
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 | Download | This icon indicates that you can download the document. An Archive.zip file will be created which will contain the document and a copy of the email/letter, if applicable. |
 | Preview Letter | This icon indicates that a Word document was created due to the Method on the client being 'Paper'. Clicking on the icon will allow you to view it. Once previewed, the background of the icon will turn purple. |
 | Preview Email | This icon indicates that an email was created when the Document was processed, which you can view by clicking on the icon. Once previewed, the background of the icon will turn purple.  |
 | Delete | This icon indicates that the document can be deleted. |
Alongside each processed document, you will see a number of tags which give further detail regarding the document.
Possible tags are listed in the table below:
 | Indicates the documents have been exported to your FYI Document Management System |
 | Indicates the documents have been exported to your HowNow Document Management System |
 | Indicates the documents have been exported to your Suitefiles Document Management System |
Downloaded | Indicates that a copy of the document has been downloaded to your document management system. |
Indicates that the 'Method' of delivery for the client is Email and an email has been created. | |
File only | Indicates that the document is configured to not notify your client, nor go for Approval and is just for filing purposes. You can only download or delete the document. |
Instructions | Indicates that the Approver has added instructions whilst approving/not approving the document. This could be extra instructions to be added to the correspondence going to the client, or just processing/editing instructions for the Admin staff to action. Just hover on the tag using your computer mouse to view the instructions. |
Not approved | Indicates that the Approver has checked the document and has not approved it to be sent to the client. (Please note that once a document has been Not Approved, this deletes the email/letter template; (so if this was done in error, then you will need to re-process, and Approve the document, in order to send it to your client) |
Approved | Indicates that the document went for Approval and was Approved. The document would have originally been processed in ATO SmartDocs and gone orange prior to Approval, and will now be green. |
Client Notified | Indicates that the client has had a notification sent to them to access their document. If the Method (above) is m then an email has been sent to the client. An SMS PIN (non Vault) will be sent for the client to access the document or an SMS to advise the client to access the document via the link in their email (Vault). |
Client Not Notified | Indicates that the client has not yet been notified of their document. |
Paper | Indicates that the 'Method of delivery' to the client is via Letter (paper) and you can open the Word document, edit if required, print the letter and send it to the client via post. |
Paper - No Template | This indicates that the 'Method' of delivery to the client is via 'Paper', but the document processed does not have a letter template set up, therefore no Word document was created. (Please contact support should you need assistance with this) |