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If you receive an email with the subject "Please approve this document" or something similar, this means that your accountant is sending you documents that require your digital approval.

In doing so, your accountant has created a task for you to action. The task will be listed on the Tasks tab of your portal. If there are a number of people in your portal, only those assigned to the task will be able to view the task.

Note that some advisors might not offer this feature.

How to approve a document from an email invitation
  1. Click the View Task button in your email. Your portal will open in your browser.

    The message at the bottom of the email lets you know the email address to use to access your collaborative portal.

  2. Click the appropriate Sign in button to use either your existing MYOB account or your Google account.

    If you don't have an MYOB account, you can create one. Click Sign up and see How do I create an MYOB account? for more info.

  3. Enter your username and password, then press Enter.
    You'll automatically gain access to the correct portal (as you may be a user of a number of portals) with the task details displaying for the specific task that your advisor has assigned to you.

  4. Click each attached document to open and carefully review them.
  5. When you've finished reviewing each document, return to the task details. 

  6. Depending on your review of the documents, either click:

    Approve

    An Approve documents message box displays letting you know that the document will be digitally signed when you click Approve.

    Remember, a digital signature is legally binding, so it's important that you carefully read and review all documents.

     or

    Reject
    If you reject a document, make sure that you leave a comment in the Reject Document message box, so that your advisor knows your reasons and concerns. Click OK

    It may take a few moments for your digital signature to be included in your document. A message will let you know when your document is signed and ready.

What happens next?

  • Your advisor will be notified by email if you've rejected any one of the documents associated with the task.
  • If you're the only person who needs to approve the documents, and you approve them, the task is moved to your completed tasks list. Your advisor will be notified by email.
  • If others need to approve the documents, the documents are not considered completely approved until everyone has approved them. When everyone has approved all the documents within the task, the task is moved from your open tasks to your completed tasks list. If one person from the nominated signees rejects a document, then the task will have a status of rejected. Your advisor will be notified by email after the documents have been approved and if a document is rejected.
  • You can see who has been assigned to approve a document from the tasks details. You can also track who has and hasn’t approved a document.
How to approve a document from your portal
  1. Go to your portal.

    You may have already bookmarked the URL, which will be something like https://practicename.portal.accountants/, where 'practicename' is your advisor's business name.

  2. Click the task on the Tasks tab to display all its details.

  3. Click each attached document to open and carefully review them.
  4. When you've finished reviewing each document, return to the task details. 
  5. Depending on your review of the documents, either click:

    Approve

    An Approve documents message box displays letting you know that the document will be digitally signed when you click Approve.

    Remember, a digital signature is legally binding, so it's important that you carefully read and review all documents.

     or

    Reject
    If you reject a document, make sure that you leave a comment in the Reject Document message box, so that your advisor knows your reasons and concerns. Click OK.  

What happens next?

  • Your advisor will be notified by email if you've rejected any one of the documents associated with the task.
  • If you're the only person who needs to approve the documents, and you approve them, the task is moved to your completed tasks list. Your advisor will be notified by email.
  • If others need to approve the documents, the documents are not considered completely approved until everyone has approved them. When everyone has approved all the documents within the task, the task is moved from your open tasks to your completed tasks list. If one person from the nominated signees rejects a document, then the task will have a status of rejected. Your advisor will be notified by email after the documents have been approved and if a document is rejected.
  • You can see who has been assigned to approve a document from the tasks details. You can also track who has and hasn’t approved a document.

 

How to change the approval status of a document

Occasionally new information may become available after you have approved a document, which results in you having to reject a previously approved document.

If you are the only person approving a document, you won't be able to change the status of an approved document. If it is necessary to do so, you'll need to contact your advisor.

If there are multiple people approving a document, you're only able to change the status of your approval or rejection, if the associated task is still open or in progress and not completely approved (i.e., not everyone who has been assigned to digitally approved the document has done so).

  1. Go to your portal.

    You may have already bookmarked the URL, which will be something like https://practicename.portal.accountants/,  where 'practicename' is your advisor's business name.

  2. Click the task on the Tasks tab to display all its details.
    As you've previously rejected or approved the document, the Reject and Approve buttons will no longer be available. You will instead have a red Rejected status with the date of rejection or a green Approved status with the date of the approval and an Edit approval button.
  3. Click Edit approval.
    The Reject and Approve buttons will become available so that you can now choose to either reject or approve the documents.
  4. Click:

    Approve

    An Approve documents message box displays letting you know that the document will be digitally signed when you click Approve.

    Remember, a digital signature is legally binding, so it's important that you carefully read and review all documents.

     or

    Reject
    If you reject a document, make sure that you leave a comment in the Reject Document message box, so that your advisor knows your reasons and concerns. Click OK.