To review, approve and send a document to a client, click the Preview icon (binoculars) against the document in iWorkflow.
A preview of the email or letter and document appears, allowing you to:
Approve
Not approve
Send & approve (email only)
Save
Close
Letter preview options
If the document was processed and a Letter was created, the following options are available:
Not approve: Moves the document to the Not approved tab and removes the generated letter.
Approve only: Moves the document to the Approved tab and makes it available in ATO SmartDocs processing for export.
Save: Saves changes to the letter.
Close: Closes the preview without updating the status.
Email preview options
If the document was processed and an Email was created, the following options are available:
Not approve: Moves the document to the Not approved tab and removes the email.
Approve only: Moves the document to the Approved tab and allows for the email to be sent through the ATO SmartDocs processing screen.
Send & approve: Sends the email and moves the document to the Approved tab.
Save: Saves changes to the email.
Close: Closes the preview window without updating the status.
Approve an individual workflow item
You can also approve an individual item by clicking the task or by pressing the blue Update button in the Outstanding tab.
Preview the document using the Preview button or the Adobe icon.
To approve the document:
Click Update.
On the Update workflow screen, select Approved or Not approved.
If further review is needed, click the relevant icon (letter or email) depending on the delivery method.
A popup will appear if instructions are needed for the processor.
You may also assign the task to another user with notes.
Warning: If a document’s status changes from Outstanding to Not approved, the associated letter or email is deleted and cannot be recovered.
When a document is approved:
It moves to the Approved tab.
The Client not notified tag appears if the Approver does not send the document.
The processor can manually email the document via the binoculars icon.
The document background colour in the ATO SmartDocs processing screen changes from orange to green.
Any instructions appear under an Instructions tag.
Delivery method behaviours
Email:
If the practice is not using the Vault, the client can request a new PIN via the Resend code link in their email.
Portal:
An email is sent advising the client their document will be available within 24 hours.
Paper:
A letter is created. You can preview, edit, print and download it. Once saved, the letter icon changes colour (white → purple). If the client has no email or mobile number, a popup will ask you to enter it manually.
TIP: Make a note of clients missing contact details so you can update them in your practice management system and sync HubData.
General notes:
If the email is successfully sent, the document is tagged Client notified in the ATO SmartDocs processing screen.
If the user cancels or the email fails, a green star appears.
If a document is Not approved (with instructions), it cannot be sent to the client because the email/letter is deleted. You may only download or delete the document.