FYI Docs Configuration
- Corey Anderson
Analytics
Overview
Without ATOmate, archiving client ATO correspondence is a heavily manual and time consuming process. A major benefit of ATOmate is that it can automatically archive the ATO documents it has processed. For FYI Docs users, this means you should have a significantly reduced need to manually archive items.
For ATOmate to archive these documents you will need to connect ATOmate to your FYI Docs. For the Connection Guide please see this guide - FYI Docs Connection
This guide covers how to complete the setup between ATOmate and FYI Docs.
Settings
Under Settings, FYI Docs you will find the configuration screen for setting your ATOmate to use FYI Docs.
FileName
Configure the document file name by choosing the Default Name or Custom Name. The default name format is: {DocType}_{CAL_DocYear}_{FirstName} {Surname_Company}
Note: If using Custom anywhere you need to know the placeholders to pull that value. You must use the curly brackets when using placeholders.
Custom Name PlaceHolders
You must use the curly brackets {PLACEHOLDER} when using placeholders.
Common File Name PlaceHolders to use:
| Field Description | Example Data |
ClientCode | Client Code from PMS | ABC123 |
DMSPrimary | Client's ID in DMS |
|
DMSSecondary | Client's ID in DMS |
|
DocDate | Document Date or Date of Issue | 30/10/2023 |
DocType | Name of ATO document | Notice of Assessment |
DocYear | Year taken calculated from DocDate | 2023 |
Field Code | Field Code | Field Code |
GroupName | Family Group Name | Bobs Family Group |
FirstName | Client First Name from PMS | Jonathon |
Surname_Company | Client Surname or business name from PMS | Smith |
Unknown Client
When ATOmate has been unable to match a document to a client, it is flagged as Unknown Client and will file in FYI Docs under a specific client. Eg Unknown ATOmate Client
Add the Client ID, Name, UUID, Code as required from your PMS. This is usually set on the PMS tab in ATOmate.
Please see this guide for Finding, Renaming & Refiling documents in the Unknown ATOmate Client folder
Document filing configuration setup
You can choose to file all documents to one location (Default) or you can specify different folders (levels) for different documents. Eg ABN Registration to Permanent instead of Correspondence.
Document Type
The Document Type of Default will file all documents to this location unless specified by document type. For Document Specific filing see this guide.
Cabinet (Filing Cabinet)
This is the name of the Cabinet in FYI Docs where the client documents will be stored.
Category Name
If you are using Work Types in FYI Docs, you will need to Select “Work Type” from this dropdown. If you are not using Work Types, leave this as N/A.
Category Value
After Selecting “Work Type” from the previous dropdown, use this drop down to select the required Work Type Value. If you are not using Work Types, leave this as N/A.
Year Category
When using Years, select “Year” from this dropdown. If you are not using Year, leave this as N/A.
Year Value
After Selecting “Year” from the previous dropdown, use this drop down to select the preferred Year reference for filing. If you are not using Years, leave this as N/A.
Financial Year End will use the current financial year except when a doc has a tax year, eg 2024 NOA will file in 2024, 2021 NOA will file in 2021.
Doc Year will use the year from the document date to file. eg 01/10/2024 will file in 2024 whereas 01/03/2025 will file in 2025
When completed, click Save.
Document Specific Filing
To add a line for a specific document, click Add in the bottom left corner.
Then choose the document type you wish to create specific location for. Then complete the level/s required.
Click Save
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