Sharing documents using Secure Link

Secure Link allows practices to securely send sensitive FYI documents to clients or contacts by email when the recipient needs to access and download the files for their own records. FYI sends a verification code by email or SMS so recipients can verify they are the intended recipient before downloading the documents.

Before sharing documents using Secure Link

Before sharing documents using Secure Link, ensure the following requirements have been completed:

• The recipient's contact details in FYI are correct. Secure Link uses these details when verifying the recipient's identity. 
• The Country of Origin has been selected in practice settings, used to send the multifactor authentication code by SMS if the recipient's mobile number doesn't include a country code.
• An email template has been created with the Attachment Links merge field.
• The Share expiry period has been configured.

Sharing documents using Secure Link

Before sharing documents using Secure Link, please note the following requirements:

• You can share one or more documents stored in FYI, including Forms (Elite plan only), Word, Excel, PowerPoint and PDF documents.
• Form Templates (Elite plan only), Phone Calls, Meetings and File Notes can’t be shared.
• Documents must be finished editing before they can be shared.
• Each file can be up to 50 MB, with a maximum of 10 files shared at the same time.
• Documents can’t be shared for archived clients.

Sharing documents individually

To manually share a document using Secure Link:

1. Select one or more documents from the Documents list.
    
2. Click the Share button in the toolbar to display the Create Email drawer.
   
   If the Share button is disabled, ensure that the selected documents are the correct Document Types and have been finished editing before sharing.
    
3. You can select additional recipients to send the email to. Each recipient will be required to verify their identity separately to access the documents.
   
   Click the 1 Recipient link and then click the drop-down to display contacts or to enter a new email address.
   
   Each recipient will display their details, including whether the recipient is a client, contact, or an internal user. The email address and mobile details used by Secure Link will be displayed. If the recipient was entered using email only, the details will not be available, and the verification code will be sent directly by email.
   
   Additional recipients must be added using To. BCC and CC recipients cannot access documents shared via Secure Link.
   
4. Select a Template from the drop-down. The selected template must have the Secure Link Merge Field included to ensure a link is sent to the email recipient.
    
5. Update the filing details as required.
    
6. Select an option from the Save or Send field to save the email as a draft in FYI or Outlook, or to send the email immediately.
    
7. In Send Attachments, select Secure Link.
   
   To select Secure Link as the default Send Attachments method when sharing documents for this client, update the Send Attachments field in Client Settings.
   
8. The Expiry Period is displayed at the bottom. Once expired, recipients will need to contact the practice to request a new link.
    
9. Click Create.
    
10. A notification is displayed in the bottom-right corner to confirm that the email is being sent.

Sharing documents automatically

Documents can be automatically shared via Secure Link by setting up a custom process with the Create Email automation step.

When sharing documents using Secure Link via a custom process:

• Recipients must be added as a "To" recipient. BCC and CC recipients cannot access documents shared via Secure Link.
• The selected template must have the Secure Link Merge Field included to ensure a link is sent to the email recipient.
• Ensure Secure Link is selected in the Send attachment(s) field.

Working with Secure Link

Review recipient details

Secure Link uses the recipient's email address and contact details stored in FYI when verifying their identity. Check these details before sharing content to ensure the recipient can receive the verification code.

If the recipient is a user of the practice, or the recipient is selected by adding an email address to the email drawer, the MFA code will be sent by email.

For clients, Secure Link checks the following recipient details:

Country-specific SMS requirements

The delivery of SMS messages is subject to local regulations and may require approval in certain countries. 

For countries where SMS is not currently available, recipients will automatically receive the verification code by email.

SMS verification is not currently available for the following countries:

• Ireland
• USA
• China
• Singapore
• India

Supported SMS verification mobile number formats

For details on supported phone number formats, click the relevant region below.