SmartDocs Documents

Overview

After the documents are uploaded, the system will proceed to analyze the data within them. Subsequently, the system will generate a transaction based on the information extracted from the documents.  

Please note that we are currently working on document types that can be analysed.

Uploading Documents to the Documents Screen

Every entity will have one unique email. Files sent to this email are added to the Entity's Documents page. Users can also use their smartphones to upload documents. From here, supported documents are then auto-categorised from within the Documents screen. 

When Dividend Statements, Contract Notes, and Water Bills are uploaded to Simple Fund 360 or Simple Invest 360 they will now be automatically linked to the relevant transactions. These files are automatically attached to the Transaction List and Workpapers regardless of how the documents are uploaded into Simple Fund 360 or Simple Invest 360.

The table below explains the Icon used in the uploading documents process. 

Screen Icon	Explanation
	This Icon indicates that AI is currently analysing the document
	The Icon indicates that AI has successfully analysed the document.
	Once a document has been successfully analysed by AI, selecting this icon will display a preview that shows the linked transaction.
	The Chart Folder Icon indicates that the document will flow into the Workpapers for the relevant financial year.

Note: Currently, only PDF documents and JPG/JPEG images are supported. Note: zipped files are not supported.

Emailing documents to the Documents Screen

You can locate this unique email given to your entity on the Entity Dashboard.

From the Main Toolbar, select Fund (or other entity)
Select Fund/Entity dashboard from the list.

The unique email will be shown on this screen. Click the icon to copy the email.

Simply email the files to this unique email address.

Inputting a Financial Year as the subject of the email will automatically tag submitted documents with that financial year:

• The only formats recognised are "FY20XX" and "FY 20XX".

You will receive a confirmation email stating the document has been received, and additional email notifications if any issues arise during processing. 

Note: There are no restrictions on who can send documents to the Entity's unique email. Therefore, please be mindful of sharing this email address to others. 

Once documents are uploaded, they can be found on the Documents screen.

Using your Smartphone to Upload Documents

BGL Engage enables you to easily upload documents for your entities with a simple tap on your smartphone.

Please Note

That the upload feature is only available on the iOS platform and not on Android.  

From the App, tap the icon. From here, you can use your phone's camera to take a photo of a document. You can also use the File Upload function to upload files from your phone's photo gallery. 

Once you are happy with your photo, the photo will then be instantly converted into a pdf file and saved into the software's Documents screen.

AI-Assisted Auto Categorisation

The software will use AI to automatically categorise uploaded documents into folders within the documents screen. 

Note: At this time, auto-categorisation is only available for specific types of documents.

Head into the Documents screen, and select the SmartDocs Mascot.

From here, users can choose to Ignore or Confirm the categorisation. 

Workpapers Integration 

Workpapers can be efficently managed through the Documents screen. When document has been assigned to a folder, onceefficiently the Workpapers have been generated or refreshed the document will appear under the corresponding Workpapers folder.  

Automatic 

When documents are uploaded through the Document screen, SmartDocs will read the data in the document to categorise the document to the correct folder. Please note, for SmartDocs to correctly read the document, the document needs to be a supported document type. 

SmartDocs will compare information extracted from documents to transactions in the Transaction List. If transactions / documents share the same information (Account names, values and dates), SmartDocs will automatically attach the document to the transaction. In this situation document will also appear under the coressponding Workpapers' folder automatically.    

Manual 

In situations where an supported document type has been uploaded and a matching transaction has been posted, yet the document has not attached to the transaction. To attach the document to the folder to make the Workpapers Intergaration work, this can be enabled in two ways. 

1. Using the AI-Assited Auto Categorisation, using AI to read the document to suggest which relavnt folder to assign the document. For more information please read the AI-Assited Auto Categorisation tab above. 
2. Alternativety, select the document, then select the Transaction Tab, at the bottom of the page there will be an option maunally attach a this document to a posted transaction on the Transaction List.