ATO SmartDocs manages the processing of all your ATO documentation and automates the creation of emails and letters to your clients. This button may not be visible to all users. If you require a user to have access to ATO SmartDocs processing, please contact [email protected] to enable this button for the relevant login.
Under the ATO SmartDocs tab you can import the documents via the ATO API or Drag & Drop the documents from the Client Communication History within the practice ATO Portal into ATO SmartDocs and process the documents. They will be automatically configured, and ready to be filed into your Document Management system & sent to your clients via their preferred method of delivery.
ATO SmartDocs SmartBot can provide further automation.
Available delivery methods are:
Email (using 2FA)-
Using Vault - An email is sent to the client with a unique link/url to the client Vault. A courtesy SMS is then sent to the client's mobile number stored in your Practice Management System, advising them to access their document(s) via the link in their email. Once they click on the link they will be able to access their Vault using 2FA, either by requesting an Access Code to be sent via SMS or by using an Authenticator App. Documents are NOT sent as attachments. Email templates can be configured for each of the different document types within ATO SmartDocs, allowing you full flexibility with wording and font.
Not using Vault - An email is sent to the client with a unique link/url to the document. A PIN (Personal Identification Number) is then sent to the client's mobile number stored in your Practice Management System, which they use to access the document, via the link in their email. Documents are NOT sent as attachments. Email templates can be configured for each of the different document types within ATO SmartDocs, allowing you full flexibility with wording and font.
Paper - Letter templates can be configured for each of the different document types within ATO SmartDocs. There are plenty of formatting options available, including the ability to store your letterhead to be used when the letter is generated. The letters are then populated with client name and address details, from your Practice Management System, when processing the documents for clients who have selected 'Paper' as their delivery method.
Portal - This option would be used where the practice has an external portal that they use to upload client documents. An optional email can be sent to these clients advising them that their ATO correspondence will be available in the Portal.
noPIN - If the Method is set to noPIN for a Client then the TFN details on the document will be redacted and the document will be sent to the client as an attachment. To enable this option, please contact ATO SmartDocs support.
NOTE: For clients with the Method set to 'email' and where the Vault is not in use, they have the ability to have the SMS code re-sent to them, by using the 'Resend Code' link, once they click on the document link in the email.
NOTE: If the client enters the incorrect PIN, they will get an error Code: UNAUTHORISEDACCESS
Did you know that the PIN sent to clients via SMS (where the practice is not using the Vault) never expires? The PIN is associated with the document.
Did you know the Access Code for the Vault expires after 30 minutes? Your client may need to click on Get Access Code again to generate a new code to access their Vault.