FYI Docs - Finding, Renaming & Refiling the Unknown ATOmate Client PDF Files
- Sue Farrell (Unlicensed)
This guide shows you how to find documents that have been saved to FYI Docs for the “Unknown ATOmate Client”, how to rename the PDFs (if needed) and how to useFYI Docs' Bulk Update to refile the relevant PDFs to the correct Client.
When you get a document for the Unknown ATOmate Client, either the document has no unique identifier (there is neither a TFN or ABN on the ATO document) or your PMS reports haven’t run often enough to provide ATOmate with the relevant TFN.
Within the dashboard you will have first added the client’s email address to the “To” field, and their salutation or first name to the body of the email. This information would have come from your PMS.
You will not be able to edit the name field before selecting email, post or archive. so these ATO documents and their accompanying Correspondence file will save to your Unknown ATOmate Client within FYI Docs.
Finding the PDF files for the Unknown ATOmate Client
While the client’s name is foremost in your mind, go straight to FYI Docs and either search for the Unknown ATOmate Client (green highlighted field below, then documents for that client) or use the ATOmate filter (highlighted in yellow) to find all documents created by ATOmate.
The guide is here: Creating an ATOmate Filter in FYI Docs and the PDFs for the Unknown ATOmate Client should be the latest to arrive (usually within 2-5 mins).
Renaming the PDF filenames for the Unknown ATOmate Client
Click on the file with Unknown ATOmate Client in the file name (if the entity’s name is part of the file name), or one of the files if you searched for the Unknown ATOmate Client directly.
Rename the file: On the right-hand side is the PDF name, highlight just the “unknown ATOmate Client “ part of the filename, add the correct name (eg John Doe) and click on the tick.
Using Bulk Update to re-file to the Correct Client
Screenshots below come from a recording from a sample database and therefore are not for the Unknown ATOmate Client, but the process will be the same.
Tick the box beside the 2 renamed PDF files, you want to re-file to the correct client (the ATO document & accompanying Correspondence file for the Unknown ATOmate Client), and select Bulk Update.
The Bulk Update screen will appear to the right of the list of documents with all fields empty.
Add the correct Client Name to the Client Field and leave all other fields blank. Click Run
If all other fields are left blank prior to selecting Run, only the Client name will change from what the original FYI Docs filing was.
Example of filing before Bulk Update was Run.
Example of Filing after the Bulk Update was Run
You will find more information about Bulk updating document filing details here.
Trouble Shooting
Note: If you use Filing to file the “Unknown ATOmate Client” PDFs to the correct Client, the other fields - Cabinet, Categories (work types, year, etc), will be re-filed to the FYI Docs default fields for that Client. You will then have to change those fields back to what they were originally. It is more accurate, faster and less admin work to use Bulk Update.
