Access the email
On the SmartDocs processing screen, check the delivery method on the processed document (e.g. Email, Portal or MyDoc).
Hover over the instructions tag to read any notes left by the approver.
Click the binoculars icon to preview and send the email.
Review and send the email
Review the contents of the email.
Click Send at the bottom‑right of the screen.
Verify client details
Check the email and mobile fields. These will prefill with data from HUBDATA if it exists.
If the fields are blank, type in the details on the Confirm recipient details screen.
You can enter multiple email addresses or mobile numbers as long as each entry is separated by a comma. NOTE: Email address and mobile number sequence should match.
To ensure the email and mobile fields are prefilled in the future, update the client’s details in your practice management system.
Send the email
Click Send.
The client will receive the email along with an SMS containing a unique PIN for accessing their document.
In the SmartDocs processing screen:
The Client not notified tag updates to Client notified.
The binoculars icon turns purple to indicate the email has been sent.
Export the document
Once the email has been sent, you can export the document to your document management system.
After the email is sent, you cannot resend it from the SmartDocs processing screen. Clicking the purple binoculars icon will no longer display the Send button.
To resend an email, refer to iTools – Email.
IMPORTANT:
You should always send emails before downloading or exporting documents. The imported email footer includes the client’s email address, and the date and time the email was sent.