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Right-click the icon in the system tray to see the options available:
Scan or View Results displays a screen called Updated E-Files. The screen lists all outstanding electronically filed accounts and their status at the last scan. If any accounts are marked as having a new status of accepted or rejected when the next scan is performed they will drop off the list as they are no longer classed as outstanding. See Status Audit Report to find out more about status on all submissions.
Options affects the frequency in which scans are performed, the display on Updated E-Files screen and notification methods when the status of an account alters.
Schedule an E-File scan every [ ] minutes, enter the number of minutes between scans for status of accounts for presenter should be performed. Please note that scanning for details of all accounts submitted by a presenter can be time consuming and cause delay. Therefore think carefully about the frequency required for updating the status of accounts.
Notify me if any E-Files are:, choose from accepted, rejected, pending, parked or no response. Example: If rejected and parked are the only statuses that are ticked. This means that even though the statuses are checked at a set frequency if no forms have the selected statuses no email or dialog appears and the scanner appears to run silently with little interruption.
Notification method:, choose from sending an email to the staff member that originally sent the account to Companies House (see Email original sender setup below) and/or for a dialog popup of the Updated E-Files screen or a more discreet Balloon notification.
The E-File Scanner must be running to obtain regular status updates.
It is possible to set the E-file scanner to Email original sender when responses are received from Companies House, setting this option allows the scanner to be run on one machine (or multiple computers), and for the original sender to be emailed with the results of submissions, rather than dialogue notification only being given on the machine the scanner is running.
The following configuration is required:
When the scanner is running the E-file scanner settings for that computer can be set, right-click on the icon (the icon is a envelope with a magnifying glass) in task tray, select Options, within Notification method, select Email original sender – this should be set on all workstations where the scanner is running.
If the scanner is not running, select Administration | Launch E-file Scanner to launch this into the task tray.
There are two ways which the results emails can be sent to the original sender by the scanner, these are:
Send via your E-mail application
Send via an SMTP server
These settings are described below:
When the scanner is running on the computer, the scanner will attempt to send emails to the original sender through the default mail account setup on the local Email application for example, Microsoft Outlook.
When the scanner is running on the computer, the scanner will attempt to send emails to the original sender from the central email server regardless of the default email account specified on the local computer.
If your
practice uses Microsoft Exchange extra configuration may be required
if you want to send Emails via the Email server – see section – Users of Microsoft Exchange
The E-file scanner must be running on at least one machine to
receive responses from Companies House. The scanner can be set to
launch automatically on a machine when Accounts Production is accessed
by selecting the option Launch E-File Scanner on Launch
of Accounts Production, in Setup
| Electronic Options
To select the way that Emails should be sent, follow the steps below.
In System Maintenance go to Utilities | Email Links.
Select Modify existing comms subsystem configuration and click Next.
The details of how to send E-mail should be entered in this screen, depending on how you would like to send the emails, select one of the following:
Send via your email application
Send via an SMTP server
Enter the mail server URL in the field provided.
Click Next and select No incoming E-mail monitoring. The rest of the fields on this screen are not valid when there is no email monitoring.
Click Finish and OK.
In order for the original sender of the E-file to receive an E-mail notification, the staff member who has submitted the E-file must have an E-mail account details set.
To do this:
Select Staff | Staff Maintenance
Highlight the staff member and click View. An Email address should be selected against the staff member.
If the required email addresses are not present click New. Enter the staff members email address and account description in the appropriate fields, for example:
If the selection in Step
1 was to Send via an SMTP server
and the server requires a user name and password – these need to be entered
against the email addresses of the staff members who will be sending E-files.
To do this:
Click the magnifying glass next to the E-mail.
Select the E-mail address and select View, in the Outgoing E-mails section.
Select Use practice default and enter the applicable User name and Password for the Email address.
Click Save, Close and Close again.
Ignore the Incoming E-mails section; DO NOT select either Automatically scan or Automatically tidy. Click OK to save the email settings.
Once the above steps are complete when the E-file scanner is running, the responses should be received from Companies House and E-mails should be sent to the original sender when the selected responses are received.
View the details for the Users of Microsoft Exchange
