Clients may sometimes have issues logging into the New Collaborate site if they're not sure which email address to log in with.
To assist with this, the New Collaborate Site Link can be adjusted to append the email address to the site link. The email recipient will only be required to enter the correct password, or if already logged into Microsoft, will be directed straight to the New Collaborate Site home page.
Note: This process can only be used when sending the email to a single recipient. The method used will be determined by whether the recipient is a client, a contact, or other third-party recipients.
Option 1 - Email sent to contacts or other third-party recipients
This method customises the New Collaborate Site Link in a draft email before the email is sent. The link will be customised to the recipient, and should only be used when sending the email to a single recipient.
The customised link will have the format of:
- (Site Link)?login_hint=(Client Email Address)
For example:
https://growthpartners.sharepoint.com/sites/collaborate-site?login_hint=client.frank.marshall@outlook.com
For detailed information on creating emails, refer to Creating an Email in FYI.
- Create an email in FYI, selecting the template used to send the New Collaborate Site Link. Ensure the Save or Send field is set to Draft in FYI.
- Click on the New Collaborate Site Link.
- From the toolbar that's displayed, click the Edit Link pencil icon.
- At the end of the URL, paste "?login_hint=".
- After the = sign, enter the recipient's email address.
- Click Update.
- Update the remainder of the email as required, and click Send.
When the recipient opens the email and clicks on the link, the email address will be automatically selected. The recipient will only be required to enter the correct password, or if already logged into Microsoft, will be directed straight to the New Collaborate Site home page.
Option 2 - Email sent to a Client only
This process uses Merge Fields to automatically insert the email address into the link, and should only be used with the client's email address.
If sending a link to an additional recipient, this email template should not be used, for example, another contact or a third party. Refer to option 2 when sending emails to other recipients.
For detailed information on creating Email Templates, refer to Creating Email Templates and Signatures.
- In FYI, navigate to Knowledge - Templates.
- Open the relevant Email Template in FYI used to send the New Collaborate Site Link.
- Click the Editor tab. Highlight all the details, and press ctrl+c to copy the data to the clipboard.
- Close the Email Template.
- From the Templates tab toolbar, click Add and select Email.
- Update the details as required, ensuring a Name is used to indicate the template should be used for clients only.
- Click Create.
- In the Email Editor section, click into the editor and press ctrl+v to paste the information from the other template.
- Paste the following content directly before the Practice Collaborate Site Link Merge Field (press ctrl+shift+v to remove formatting when pasting):
{% assign path = '?login_hint=' %}{% assign email= ClientEmail%} - Highlight the Practice Collaborate Site Link Merge field, and replace it with the following Merge Field (press ctrl+shift+v to remove formatting when pasting):
{{ PracticeCollaborateSiteLink | append: path | append: email | web_link }}
Note: It's recommended to still include the regular New Collaborate Site Link in another section of the email, just in case the user trying to log in wants to use a different email address. For example:
"Don't want to use{{ ClientEmail }}to log in? Click{{ PracticeCollaborateSiteLink | web_link }}to log in with a different account."
- Update the remaining details of the Template as required, including the Filing details and AutoFile Defaults in the drawer.
- To use the new Template, expand the Filing section and change the Status to Active.
The Email Template can now be used to send the Site Link to clients. When the client clicks on the link, the email address will be automatically selected. The client will only be required to enter the correct password, or if already logged into Microsoft, will be directed straight to the New Collaborate Site home page.