Doc Drop Box lets you upload many client documents at once. It reads the documents, suggests which client case each one belongs to, and then saves the documents you approve into each case's Document Store.
Accessing Doc Drop Box
Log in to Smartr365.
Navigate to the Settings tab.
Select Doc Drop Box from the menu.
Doc Drop Box is available to System Administrators, Managers, Advisers and Admin Assistants.
Step 1: Uploading Documents
Click Add files or drag and drop your documents onto the upload area.
Select files from your device. Supported formats are PDF, DOCX, JPG and PNG. The maximum file size is shown under the upload area.
Check that all documents have been added. You can search for a filename using the Search your documents bar, sort the list by filename, file size or upload time, and click Delete to remove an individual document.
If a file shows an error (for example, it is over the size limit), click Re-upload to replace it or Delete to remove it.
To add more files, click Add more files here or drag them onto the list.
Click Continue when all documents are uploaded. Continue is unavailable while any file shows an error.
Important: You can only add more files after your first upload and before you click Continue. Once processing begins, no further files can be added in that session.
Step 2: Extracting Data
The system uploads and processes your documents and matches them to cases. A progress bar shows the current status. Stay on the page while processing. Processing time depends on the number and size of your documents.
Step 3: Reviewing Documents
After processing, the Check suggested matches screen shows the case each file has been matched to, based on the data in your documents. Each record shows a Case Match Confidence level, indicating how certain the system is that the file belongs to that case.
Summary cards at the top show how your records have been matched. Click a card to show only those records:
Total Records - every document in this batch.
Needs Review (amber) - documents with a lower-confidence suggested match, which need your review.
Unmatched Documents (blue) - documents that could not be matched to any case.
Matched Documents (green) - documents matched to a case with high confidence (90% or above), plus any records you have approved.
Check the confidence level carefully:
If the confidence level is high and the Purpose and Type are correct, you can approve the record.
If the confidence is 0% or low, you can reassign the client or case by clicking the name in the Record Assignment column. This opens a side panel where you can Switch Client or Switch Case.
Once selected, the name or case number changes automatically - no confirmation is required. Switching the client clears the case, so choose a case for the new client afterwards.
Change the Purpose or Type from the dropdowns if they are not correct.
Remove unwanted documents first:
If a document could not be matched to any case and is not needed, click Remove to take it out of the review list. Do this before you approve the rest.
Approve each document:
Click Approve on a record once you are satisfied. A record can only be approved when it has a case, a Purpose and a Type.
Bulk approval option:
If you don't want to approve records individually, tick the circle next to multiple records, then click Bulk Approve [N] Records and confirm. Only records that have a case, a Purpose and a Type can be selected.
Important: You're responsible for checking that each document is correct and up to date.
When every remaining document has been approved, click Continue, tick the box to confirm that you have checked all documents, and continue.
Step 4: Finalising Documents
The system assigns the approved documents to their cases. Stay on the page until this finishes.
If any documents could not be saved, the screen shows how many were saved and a Retry Save button. Click it to try the remaining documents again.
You can then view the uploaded documents in each case's Document Store.
[Finalised documents are renamed in a consistent format: case number, client name, document type, then the date and time they were saved.]If needed, you can return to Doc Drop Box to upload more documents and repeat the review process.
Best Practices
Ensure documents are complete and legible before uploading.
Only upload files relevant to the case to avoid processing delays.
Higher confidence levels mean the system is more certain about its match. Always check documents with lower confidence before approving.
Review extracted data carefully; it may not capture 100% of complex information.
Keep file naming consistent to make reviews easier.
Frequently Asked Questions
Q: What file types does Doc Drop Box support?
A: PDF, DOCX, JPG, JPEG and PNG files.
Q: How does the matching work?
A: The system extracts text and data from your documents and matches them to existing client records and cases in your system.
Q: What happens to unmatched documents?
A: You can assign an unmatched document to a client and case using the Record Assignment column and then approve it, or click Remove to take it out of the batch.