Uploading, Tagging and Roll Forwarding Documents

Uploading, Tagging and Roll Forwarding Documents

Introduction

The Document Management System (DMS) is a central hub where you can manage documents for various funds. You can upload documents, Run AI, view Client Details, Reimport Lead Schedules, and Organize Documents from this feature.
DMS is accessible from all modules where you need to manage fund-related documents.

How to Upload Documents

Step 1: On the DMS page, select the desired fund.
Step 2: Click on the Upload Documents icon.

dms-select-fund-upload-documents


Step 3: Choose to upload documents from your Local Drive or FYI Docs.

upload-from-local-drive-or-fyi-docs


Step 4: If using Local Drive, select the files and click Open.

select-documents-from-local-drive-and-open


Step 5: The documents will be uploaded, and the status (success/failure) will be displayed.
Notes
Note: The Auto OCR checkbox will be automatically selected. Click on it and unselect the checkbox to upload your documents without OCR processing.

document-upload-status
Notes
Note: By default, the Auto OCR option is selected. Uncheck it if you want to skip OCR processing.

How to Tag Documents from DMS

After creating a job, importing the lead schedule, and uploading documents, the next step is to find and bookmark relevant information in your uploaded documents to build the Sorted File. Follow the steps below:
Step 1: Click on DMS and select the desired fund.
Step 2: All uploaded documents for that fund will be displayed on the right side of the screen. Select the folder and click on the document you want to work on to open it.

dms-select-fund-and-folder

Step 3: In the document viewer, click on the Bookmark icon located in the top taskbar.

open-document-and-click-on-bookmark-icon

Step 4: Choose the appropriate Line Items related to the document and add any necessary comments.

select-financial

Step 5: Save using the two save options available and hit Submit.
  1. Save Only: The document is saved in the DMS of the line item but will not appear in the Statement of Financial Position or Operating Statement.
  2. Tag & Save: The document is saved in both the DMS of the line item and the relevant financial statement (Statement of Financial Position or Operating Statement).
select-tag-and-save-and-submit
Notes
Note:
  1. Choosing Save Only will save the document in DMS but it will not appear in the financial statements.
  2. Choosing Tag & Save will ensure the document appears both in DMS and on the relevant line item in the financial statements.

How to Tag Documents from Financials

Step 1: Click on Clients > Manage Jobs, select the relevant job, and head to the Job Dashboard.
Step 2: Click on either the Statement of Financial Position or the Operating Statement. To view all items, on the statement, click on Expand All.

client-manage-jobs-statement-of-financial-position

Step 3: Search by Line Item, Quantity or Current/Previous Year’s Amount. Hover over the value you wish to find supported document for A Search icon will appear next to the values, click on it. 

search-financials


Step 4: A list of documents related to the searched figure will be displayed on the left side of the screen. You can switch between documents to view and tag as needed.

document-opens-automatically

Step  6: Select the appropriate document, then click on the Tag icon to bookmark the item.

tag-and-save-and-submit


This process helps streamline document tagging and ensures that documents are appropriately linked to relevant financial statements and items within the job.

How to Remove Bookmarks

Step 1: Click on DMS. Select the Fund and Document Folder.

dms-select-fund-name-and-folder

Step 2: Click on the document to open it.

select-and-open-document

Step 3: Once the document is open, on the left, the bookmark details will be displayed with the line item name where the document has been tagged, description and page number of the document where the bookmark has been added. Hover over to the one you want to remove and click on the X icon. 

remove-bookmark

Step 4: To remove all the bookmark at once from any specific document, click on the three dot icon and click on Remove All Bookmarks. 

remove-all-bookmarks


Step 5: Click on OK to confirm the action.

action-confirmation-pop-up


How to Roll Forward Documents

Step 1: Click on DMS. Select the Fund and Document Folder.

dms-select-fund-and-documents

Step 2: Click on the document to open it.

select-folder-and-document

Step 3:  Once the document is open, on the left, the bookmark details will be displayed with the line item name where the document has been tagged, description and page number of the document where the bookmark has been added. 
Step 4: Click on the three dot icon and select Roll Forward to next year. 

roll-forward-to-next-year


Notes
Note: You can only Roll Forward the tagged documents to the next year. This option will not be visible only for the documents that have been tagged once.
The document will be successfully Roll Forwarded.

How to Remove Roll Forward

Step 1: Click on DMS. Select the Fund and Document Folder.

dms-select-fund-and-folder

Step 2: Click on the document to open it.

select-document

Step 3:  Once the document is open, on the left, the bookmark details will be displayed with the line item name where the document has been tagged, description and page number of the document where the bookmark has been added. 
Step 4: Click on the three dot icon and select Remove Roll Forward option.

remove-roll-forward

This guide is to help you to utilise the feature with utmost efficiency.

To learn more about the process , explore best practices, and make the most of our features, please visit our Knowledge Base. You can also check our FAQ section for answers to common questions, or contact our Support team if you need any assistance.

    • Related Articles

    • Organise Documents

      Introduction Introducing the enhanced Organise Documents feature in Sorted, offering streamlined document management. Users can now easily filter, remove roll forwards, and delete all bookmarks in just one click. With improved icons and intuitive ...

    • Permanent Folder for Documents

      Introduction Some documents in SMSF (like the Trust Deed, Investment Strategy, Pension Establishment docs, Minutes, and Title Search) don’t change often. Instead of uploading them every year, you can move them to the Permanent folder in DMS. Once ...

    • 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 ...

    • SMSF Sorted Release v3.2

      Introduction We are happy to announce the latest SMSF Sorted release v3.2. This release covers below important points: True One Click Job Transfer to Auditor Sorted Lite users after preparing the workpapers in Sorted Lite can now submit the job to ...

    • Uploading Documents without OCR

      Introduction This newly added feature will help you upload documents in their original form without running OCR on them. While uploading a document, you can click on the checkbox Auto OCR and unselect the option to upload the documents without ...