Use this process to set up or modify a Document Profile so SmartDocs knows how to file documents, whether to send them automatically, whether approval is required, and how additional options should behave.
Adding a Document Profile from the Master Document Profiles
The steps below can be used when a Document Profile is missing or a new document has been made available by the ATO.
Select Setup > ATO SmartDocs > Configurations.
Select the Document Profile tab.
Click the Copy Master Profile button at the top of the table.
Search for the required Document Profile and tick the checkbox, then click Next.
Complete all mandatory fields (you can refer to an existing Document Profile, if needed):
Doc Identifier – select an existing Document Identifier from the list.
Document Text Identifier – enter the identifying document text (for example Notice of Assessment). This pre-fills from the Template ID Text in the Document Identifier and can be overwritten.
Title – enter the document title.
Default Filename – enter the naming format using database fields in brackets (for example [Type] or [Filename]).
Default Folder – enter the filing path using database fields in brackets (for example [ClientCode][FinYear]\Tax & Accounting\NOA).
Send for Approval – select this if the document needs approval first.
Assign to – select the email field or user to assign approval to (for example PartnerEmail, ManagerEmail, JobManagerEmail).
Important: This must be an email field or the document will appear in Outstanding Workflows without being assigned.
Choose optional document‑sending behaviour:
Manually Send Email – send the email manually instead of automatically.
File only – file the document without generating an email or letter.
Rename Type – allow renaming when processing via AdHoc or Merge Documents.
Save Email – save the email to your document management system.
Save Letter – save the letter to your document management system.
Send for Signature – send the document for client signature (only for Practices with an App).
Automatic Delete – delete the document immediately when processed (useful for ATO API documents).
Check PO Box addresses – send only documents with specific PO Boxes to clients; others file only.
Generate Processing Certificate – create a PDF containing approval notes.
Use Assessment Type – enable Assessment Type wording in Email and Letter templates.
Choose optional data fields to extract information for emails and letters:
Extract Financial Year – enter the text before the financial year on the document. Use [FinYear] in templates.
Extract $ Amount – enter the text before the amount. Use $[AssessAmount].
Extract Due Date – enter the text before the due date. Use [DocumentDueDate].
Document Date Mode – choose how to extract document dates:
Excluded
Included using a search term (for example Date of issue)
Included automatically from the first date on page 1
Use [DocumentDate] in templates.
Extra $ Amount – extract a second monetary value. Use $[Extra$Amount].
Note: Dollar amounts can only be extracted from the first page.
If needed, add CC or BCC behaviour by selecting Allow CC & BCC Recipients. Populate CCRecipients and BCCRecipients in HUBDATA with internal email addresses only (no 2FA is sent for CC/BCC recipients).
Review any additional fields that appear based on your document management system. For example, FYI configuration settings appear when exporting documents to FYI.
Click the Copy button
Adding a New Document Profile
You may like to create your own Document Profiles that are non-ATO document types. Follow the steps below to create your own Document Profiles.
Select Setup > ATO SmartDocs > Configurations.
Select the Document Profile tab.
Review the list of Document Profiles. These settings define where documents are filed, whether they are sent automatically to clients, and whether approval is required before sending.
Click Add New Profile
Review the fields used to set up a new Document Profile.
Complete all mandatory fields:
Doc Identifier – select an existing Document Identifier from the list.
Document Text Identifier – enter the identifying document text (for example Notice of Assessment). This pre-fills from the Template ID Text in the Document Identifier and can be overwritten.
Title – enter the document title.
Default Filename – enter the naming format using database fields in brackets (for example [Type] or [Filename]).
Default Folder – enter the filing path using database fields in brackets (for example [ClientCode][FinYear]\Tax & Accounting\NOA).
Send for Approval – select this if the document needs approval first.
Assign to – select the email field or user to assign approval to (for example PartnerEmail, ManagerEmail, JobManagerEmail).
Important: This must be an email field or the document will appear in Outstanding Workflows without being assigned.
Choose optional document‑sending behaviour:
Manually Send Email – send the email manually instead of automatically.
File only – file the document without generating an email or letter.
Rename Type – allow renaming when processing via AdHoc or Merge Documents.
Save Email – save the email to your document management system.
Save Letter – save the letter to your document management system.
Send for Signature – send the document for client signature (only for Practices with an App).
Automatic Delete – delete the document immediately when processed (useful for ATO API documents).
Check PO Box addresses – send only documents with specific PO Boxes to clients; others file only.
Generate Processing Certificate – create a PDF containing approval notes.
Use Assessment Type – enable Assessment Type wording in Email and Letter templates.
Choose optional data fields to extract information for emails and letters:
Extract Financial Year – enter the text before the financial year on the document. Use [FinYear] in templates.
Extract $ Amount – enter the text before the amount. Use $[AssessAmount].
Extract Due Date – enter the text before the due date. Use [DocumentDueDate].
Document Date Mode – choose how to extract document dates:
Excluded
Included using a search term (for example Date of issue)
Included automatically from the first date on page 1
Use [DocumentDate] in templates.
Extra $ Amount – extract a second monetary value. Use $[Extra$Amount].
Note: Dollar amounts can only be extracted from the first page.
If needed, add CC or BCC behaviour by selecting Allow CC & BCC Recipients. Populate CCRecipients and BCCRecipients in HUBDATA with internal email addresses only (no 2FA is sent for CC/BCC recipients).
Review any additional fields that appear based on your document management system. For example, FYI configuration settings appear when exporting documents to FYI.
Click Submit.