ATO SmartDocs SmartBot allows for a number of steps to be automated with the click of a single button, depending on the ATO SmartBot configuration options that have been set by the practice.
This feature allows for further streamlining of ATO document processing.
If the SmartBot feature has been enabled, you will see the SmartBot button on the Documents tab under the ATO SmartDocs menu. If you do not see the SmartBot button in the SmartDocs processing area and would like to enable SmartBot, please contact [email protected].
Follow the steps below to run the SmartBot:
Once you have refreshed/synced your client data, click the SmartBot button to start the Bot.
The SmartBot will start working through each of the steps, determining if the step has been enabled or not. As each step is complete, notes will be displayed beside the step, eg. No. of documents processed, sent, exported.
If Bulk Send is enabled, the No. of documents sent to clients will show the number of documents that were sent out by SmartBot where the Document Type is set to Manual Send and a valid email address and mobile number exists on the client record.
Document Types that are already set to automatically send will be sent out, however they will not be included in the summary screen above.
Click Close once the SmartBot has finished running. You will be presented with the Documents tab of the ATO SmartDocs processing screen. Some documents may have gone for Approval, some may have been processed with errors and/or some may not have been sent. Refer to the ATO SmartDocs Legend for further information on managing these documents.
IMPORTANT: If the SmartBot fails at any step in the process, take note of the error and contact [email protected]
As mentioned above, depending on the configuration options, the following steps may be automated.
Step | Explanation |
Import Documents | Any documents that have been downloaded via the ATO API but have not yet been imported into ATO SmartDocs will be imported. If not switched on in SmartBot, refer to Document Preparation. |
Process Documents | Any documents that have been imported or dragged and dropped into ATO SmartDocs and have not yet been processed will be processed. If not switched on in SmartBot, refer to Document Processing. |
Bulk Send | Any documents that have been processed, have not been sent for Approval and have a valid email address and mobile number will be sent out to the client. If not switched on in SmartBot, refer to Notifying Clients. |
Export | Exports documents, emails and letters to your Document Management System, eg. FYI, SuiteFiles, HowNow X. If not switched on in SmartBot, refer to Document Management System Update. |
Download | Generates an Archive.zip file which contains a copy of all Documents, Letters and Emails from ATO SmartDocs where the client has been notified. If not switched on in SmartBot, refer to Document Management System Update. |
Delete | Deletes all completed documents (client has been notified and documents have been exported or downloaded) from ATO SmartDocs processing. If not switched on in SmartBot, you will need to flag and delete Completed documents from the ATO SmartDocs processing screen. |