Document Identifiers are used within ATO SmartDocs to view the Optical Character Recognition (OCR) layer of the pdf document.
Use the process below to view or add Document Identifiers so SmartDocs can recognise information in a document, match it to client details (for example TFN or ABN), and match the correct document profile (for example “ABN cancellation”).
Click Setup > ATO SmartDocs > Configurations
Select the Document Identifier tab to view identifiers for the selected document.
Review existing identifiers. Document Identifiers that come from the Master copy do not show Edit or Delete options. These identifiers are maintained by the iPracticeHub support team and many will already be available for you.
If you want to process non‑ATO documents, email [email protected] to request setup so the documents function correctly in ATO SmartDocs.
To add a new Document Identifier, select Add New Identifier in the top right corner.
Enter the required details in the pop‑up window:
Title – enter the name of the document.
Description – enter a short description (optional).
File – drop the document file into this field. SmartDocs reads the text and displays it under Available Text – Location.
If no text appears, the document was not scanned with OCR.
Location – select the page range SmartDocs should read, for example 1–1 or 2–4.
Page – select the specific page containing the identifying text.
Template ID Text – enter text that identifies the document (for example Notice of Assessment). This is optional and can be overwritten later in the Document Profile under Document Text Identifier. You can click the Check button to ensure that the identifying text is unique across the existing Document Identifiers.
Search Text – enter the text that appears before the identifier, followed by the database field in brackets.
Example:
Tax file number[TFN].
No. of Characters – enter the number of characters that appear after the Search Text (for example a TFN has 9 characters).
Numerics – select this if the characters to match are numbers only.
Next Line – select this if the identifier appears on the line below the Search Text.
Skip Line - select this if the identifier appears two lines below the Search Text.
Reverse - select this if the identifier appears on the line above the Search Text.
Select + to add multiple Search Text entries when needed (for example ABN[ABN] and 9 numerics).
Click Submit to save the Document Identifier.