Managing Documents

Managing Documents

Introduction

The Document Management System (DMS) in SMSF Sorted is where all fund-related documents are uploaded, stored, and managed. It provides various functionalities for efficiently organizing and handling fund documents. Here's a breakdown of the key sections and actions you can perform within DMS:

Fund Details

  1. When you access DMS, the Fund Details section will appear on the left side of the screen.
  2. This section includes important fund information such as Fund Name, Fund Code, Year, Business, and the Created Date of the documents.
  3. You can sort the data by created date or filter it by Business or Year to easily locate the relevant funds.

Document Folders

  1. On the right side, a list of Document Folders will be displayed.
  2. Each folder shows its name and the number of documents it contains. Click on the folder to view the documents within it.

Documents List

  1. After selecting a folder, you’ll be redirected to a page showing the list of documents contained in that folder.

MS Plugin

  1. Clicking this button will guide you through the process of downloading and authenticating the MS Plugin for document management. To learn more, click here.

Storage Details

  1. At the top right, you can view the storage usage for the current year. It displays the Available, Total, and Used Storage.

Buttons

  1. Fund Dashboard: Clicking on this icon will redirect you to the Job Dashboard of the selected Job.

  1. Run AI: Clicking on this icon will Run AI on the uploaded docs. To know more, click here.

  1. Re-import Lead Schedule: You can Re-import lead schedule by clicking on this icon you can Re-import Lead schedule for the selected job. Click here to know more.

  1. Organise Documents: To help you organise your documents in a better way and find the appropriate document efficiently, we have introduced this feature. Click here to know more.

  1. Upload Documents : You can upload documents by clicking on this icon. To know more, click here.

Stand Alone Actions

Mark Document as Private

To mark a document as private:
Step 1: Select the Fund and Document Folder in DMS.



Step 2: Click the three-dot icon next to the document and choose Mark As Private.

Step 3: The document will be marked as private and won't be shared with auditors when sending the job.

View Document

To view an uploaded document in the fund:
Step 1: Go to DMS and select the Fund and the desired Document Folder.



Step 2: Click the three-dot icon next to the document you want to view and select View.


Rename Document

To rename a document:
Step 1: Go to DMS and select the Fund and Document Folder.


Step 2: Click the three-dot icon next to the document you wish to rename and select Rename.



Step 3: Edit the document name and click the Save icon (or click cancel to discard changes).


Move to Permanent

To move document to Permanent:
Step 1: Go to DMS and select the Fund and Document Folder.



Step 2: Click the three-dot icon next to the document you wish to move to permanent and select Move to Permanent option.



Download Document

To download Document:
Step 1: Go to DMS and select the Fund and Document Folder.



Step 2: Click the three-dot icon next to the document you wish to download and select Download option.


Delete Document

To delete Document:
Step 1: Go to DMS and select the Fund and Document Folder.



Step 2: Click the three-dot icon next to the document you wish to delete and select Delete option.


Bulk Actions

Mark document as Private

Step 1: Select the documents by clicking the checkbox next to them.
Step 2: Click the Mark As Private icon to apply the action.


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Move to Permanent Folder

To move documents from the Unsorted folder to the Permanent folder:
Step 1: Select the Fund and Document Folder.


Step 2: Click the checkbox next to the documents you want to move.
Step 3: Click the Move to Permanent icon.


Note: Documents in the Permanent folder are automatically rolled forward to subsequent years, so you won’t need to re-upload them.

Download Documents

To download documents:
Step 1: Select the Fund and Document Folder.


Step 2: Check the boxes next to the documents you wish to download.
Step 3: Click the Download icon. The selected documents will be downloaded in a single zip file.


Delete Documents

To delete documents:
Step 1: Select the Fund and Document Folder.



Step 2: Check the boxes next to the documents you wish to delete. Click the Delete icon.



Step 3: Click on Yes from the appearing pop-up to confirm the action.



The selected documents will be Deleted.

How to Cancel OCR:

If you need to cancel the OCR (Optical Character Recognition) process for any documents in DMS, follow these steps:
Step 1: Go to DMS and select the Fund and Document Folder containing the documents for which you want to cancel OCR.



Step 2: Check the boxes next to the documents where you wish to cancel the OCR.
Step 3: Click the Cancel OCR icon.



After performing this action, the OCR processing will be canceled, and the documents will revert to their original non-OCR format.

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