The Group Documents feature allows for processed documents to be grouped together for sending to a client. This feature is only available for sites using the Vault.
This article summarizes key insights from a recent training session on the Grouped Document feature in ATO Smart Docs. The session covered setup, usage, and best practices for grouping documents efficiently, especially when working with SmartBot and Vault functionalities.
Key features demonstrated
Grouped Document Template: A Group Document template is used when documents are grouped for sending. To customise the template, go to Setup > ATO SmartDocs > Configurations > Email Templates, then select the Grouped Documents Template tab.
Please consider the following prior to using the Group Documents feature:
The [DocumentsTable] field tag needs to be included so that the documents that are being emailed as part of the group will be listed.
Document Processing: Documents need to be processed before grouping. It is important also to ensure that documents are flagged as Manual Send in the Document Profile configuration if you would like to the ability to include the documents in a group.
SmartBot Integration: Bulk Send flag in SmartBot configuration needs to be switched off to allow documents to be grouped after processing but prior to sending.
Approval Workflow: The “Approve Only” option within the workflow can be used to push documents for grouping. Recommendation to add suitable instructions, e.g. "Group documents for sending"
Vault System: Reveiw how the Vault & emails to the client will look using grouping.
Best practices
Ensure manual send settings in document profiles support grouping.
Turn off SmartBot bulk send if frequent grouping is needed.
Use “Approve Only” for accountants who want to group documents later.
Clients not using the Vault system cannot use grouping.
Next steps
Set up your grouped document templates.
Review and adjust document profile settings.
Contact support at [email protected] for help with setup or SmartBot configuration if required.
Watch a video on how to use the Group Documents feature. (approx. 14mins)