Sharing forms using Secure Link

Sharing Forms using Secure Link allows you to securely send forms to recipients by email. Recipients verify their identity using a code sent by email or SMS before they can access the form.

You can share a single form, multiple forms, or forms and other supported documents together. 

Preparing to share forms using Secure Link

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

• The form has been created for the relevant client and is available in the Documents list.
• The recipient's email address and 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.

You can share up to 10 files at the same time, with each file up to 50 MB.

Forms can be shared using Secure Link on the Elite plan. Form Templates can't be shared using Secure Link.

Sharing forms with multiple recipients

You can share a form with multiple recipients. Each recipient must verify their identity separately before accessing the form.

A form can only be submitted once. If you share the same form with multiple recipients, the first recipient to submit the form completes the submission and the form becomes unavailable to the remaining recipients.

FYI displays a reminder before you send an email containing a form shared with multiple recipients.

If each recipient needs to submit their own response, create and share a separate form for each recipient.

Sharing multiple forms

You can share multiple Forms using the same Secure Link email, up to the limit of 10 files at the same time.

After verification, each shared form is displayed with an Open Form link. The recipient can select the link to open and complete the form in a new window.

Sharing forms and other documents

Forms can be shared with other supported document types using Secure Link. Select the Forms and documents together before creating the email, with a maximum of 10 files shared at the same time.

After the recipient verifies their identity, the available Forms and documents are displayed together. Forms can be opened using the Open Form link, and supported documents can be downloaded.

Sharing forms using Secure Link

Sharing forms manually

To manually share one or more forms using Secure Link:

1. Select one or more Forms from the Documents list.
2. Select Share from the toolbar to display the Create Email drawer.
   
3. The client will be automatically selected as the recipient. 
   
   To add additional recipients, select the 1 recipient link. Each recipient must verify their identity separately before accessing the shared forms. 
   
   Additional recipients must be added using To. CC and BCC recipients can't access Forms shared using Secure Link.
   
   FYI will display whether the recipients are a client, contact, or internal user. The email address and mobile number details are displayed. FYI uses these details when sending the verification code required to access the form. If a mobile number is not available, the code will be sent by email.
   
4. Select the email template containing the required merge field from the drop-down.
5. Update the filing details for the email as required.
6. Select an option from Save or Send to save the email as a draft in FYI or Outlook, or send it immediately.
7. In Send Attachments, select Secure Link.
8. Review the Expiry Period displayed at the bottom of the drawer. Once the Secure Link expires, recipients need a new link to access an unsubmitted form.
   
9. Select Create.

Sharing forms automatically

Forms can also be shared automatically using a custom process with the Create Email automation step.

When sharing Forms using Secure Link from a custom process:

• Add recipients using To. CC and BCC recipients can't access Forms shared using Secure Link.
• Use an email template containing the Attachment Links Merge Field {{ DocumentAttachmentLinks }}.
• Select Secure Link in the Send attachment(s) field.

Working with shared forms

Accessing forms using Secure Link

Recipients must verify their identity each time they use the Secure Link to access a form.

1. The recipient receives an email containing the Secure Link.
2. The recipient selects the link and enters the email address the form was shared with. If the recipient's email address changes after the form has been shared, share the form again using the new email address.
3. The recipient selects Continue. FYI sends a multifactor authentication (MFA) verification code by SMS or email.
4. The recipient enters the verification code. The code is valid for 5 minutes.
5. After successful verification, the recipient can select Open Form to open and complete the form.

If an incorrect email address is entered three times, access is denied, and the recipient needs to contact the practice to confirm their details and request a new link.

If an incorrect verification code is entered five times, the recipient is locked out for 30 minutes. After the lockout expires, they can request a new code.

The verified access link is valid for 15 minutes. After 15 minutes, the recipient needs to select the Secure Link from the email and complete the verification process again.

Secure Link expiry and submitted forms

Access to a form ends when the Secure Link expires or when the form is submitted.

By default, Secure Link access expires 30 days after sharing. An FYI Admin can configure the expiry period between 1 and 365 days. Changes to the configured expiry period apply only to new Secure Links. Existing shared Forms retain the expiry date that applied when they were shared.

When Secure Link access expires, the recipient can no longer access the form using the original link. If the form hasn't been submitted and the recipient still needs access, share the form again from FYI.

Submitting a form also ends access to that form, even if the Secure Link expiry date hasn't been reached.