Accessing Doc Drop Box
Log in to Smartr365.
Navigate to the Settings tab
Select the Doc Drop Box from the menu
Step 1: Uploading Documents
Click Add files or Drag and drop your documents
Select files from your device (PDF, Word, Excel, or images supported).
Check all documents are added and delete individual documents if needed
Search for individual filenames using search bar
Click Continue after all documents are uploaded
Important: You can only add more files immediately after your first upload and before proceeding to the AI processing step. Once AI processing begins, no further uploads can be added in that session.
Step 2: Reviewing Documents
After upload, the AI automatically matches your files to cases based on the data in your documents. Each matched record shows a confidence level, indicating how certain the AI is that the file belongs to the case.
Check the confidence level carefully:
If the confidence score % is high or very high + the Purpose and Type is correct, you can approve the record.
If the confidence score is 0% or low, you can reassign the client or case by clicking in the Record Assignment column. This will open a side panel for you to Switch Client or Switch Case.
Once selected, the Name or Case # will automatically change - no confirmation required.
Remove unwanted documents:
If a document is irrelevant or incorrectly uploaded, you can remove it directly from the review list before approving.
Bulk approval option:
If you don’t want to approve records individually, click the circle next to multiple records to approve them in bulk.
Important: You're responsible for checking that each document is correct and up to date.
Applying & Finalising Documents
Once all documents have been carefully reviewed, approved, and assigned to their respective cases, the process is complete.
You can view the uploaded documents directly within each client’s Document Store.
[Finalised document names will be set in a consistent format when uploading to Document store. E.g., - 13687_sam_brown_payslip_22-09-2025_093459.pdf]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.
Review AI-extracted data carefully; it may not capture 100% of complex information.
Keep file naming consistent to make reviews easier.