Once documents have been uploaded to the ATO SmartDoc screen either via the ATO Portal, ATO API, Bulk scan Import or if you OCR scanned the paper documents, you are ready to start processing the documents. They will appear on the Documents tab with their original file names, which will be updated during the processing stage.
The documents will be unprocessed (white). You may wish to check if there are any documents that you would like to merge. Documents need to be merged PRIOR to processing. Please refer to Merging Documents.
NOTE: You can view and process documents under another user's profile by selecting the user from the drop-down list at the top of the list of documents; However, the audit will record your login details if any documents have been processed. If you are viewing another user's documents, then the background will be grey. Refer below.
Once you are ready to process the documents that have been imported into ATO SmartDocs, follow the steps below:
Click the Select All button, then click Start processing
SmartDocs will then work through the documents, identifying the type of document and the client by reading the TFN, ABN or ACN withion the documents and preparing the document for correspondence and filing.
Some documents may go Orange - which means they have been assigned to a specific person at your practice; and the documents need to be 'Approved' or 'Not Approved' in their Outstanding workflows. Once that has been actioned, the document will go green in your SmartDocs list, and the tags on the right-hand side will notify you if the documents have been Approved or Not Approved, and include any instructions the approver has left for you. Please refer to the Document Approval article for more information.
Documents will be renamed according to your file naming structure and an email or letter template may be created. NOTE: If the File only checkbox is ticked on the Document Profile no email or letter will be created.
Once the processing has finished, the system will show the status of the documents, the delivery method & if the client has been notified.
NOTE: If a Document Type has NOT been set to 'Manual Send' (Refer to Configuration - Document Profile) and/or the Document Type is NOT set to go for Approval, then the Email and SMS will be sent to the client automatically (if their Method is set to email and a valid Email Address and Mobile number is recorded against the client record) during the processing stage. You will see the Client Notified tag next to the document if the Email and SMS has been sent.
For a full description of the icons and tags displayed next to the document, please refer to the ATO Smartdoc Legend page.
The document status (background colour) is identified as follows:-
Background Colour | Description |
Green | Document processed successfully and is ready to be exported or downloaded for filing. Check tags to ensure the client has been notified prior to exporting/downloading. |
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 Type not existing or missing data, i.e. Missing ClientCode, TFN or ABN, Duplicate ClientCode. Refer to Common Document Errors. Check that you have run a data refresh/data sync and try to reprocess the document. If the error is due to a missing Document Type or Duplicate data please contact [email protected]. |
Orange | Document processed and sent to the Outstanding iWorkflows for Approval by the relevant staff member. Refer to Document Approval. |
White | Documents are unprocessed |
Once you have finished processing the documents, and notifying clients, you can then export the processed documents to your Document Management System.
IMPORTANT: Check the Tags next to the documents that have been processed, for the status of that document and if the client has been notified.