Accessing documents shared using Secure Link

Plan: Not Available: Intermediate Available: Pro or Elite

Users: Available: All users

Practice Management Source: Available: All sources

Recipients use Secure Link to access documents and Forms shared by a practice. Each time the Secure Link is opened, the recipient must verify their identity using the email address the content was shared with and a verification code sent by SMS or email.

If the recipient's email address or mobile number is incorrect or changes after the content is shared, update the details in FYI and share the content again.

Accessing documents using Secure Link

Recipients complete the following steps each time they use a Secure Link.

Opening the Secure Link

The recipient receives an email containing a link to the shared content.
The recipient selects the link and is prompted to enter their email address.

The email address must match the address the content was shared with. If the recipient's email address changes after the content is shared, update the details in FYI and share the content again.

If the recipient enters an incorrect email address three times, access will be denied. The recipient will need to contact the practice to confirm their details and request a new link.
The recipient selects Continue. FYI sends a multifactor authentication (MFA) code by SMS or email.
The recipient enters the verification code.
FYI verifies the code and displays the shared content. The recipient can download documents or open forms for completion.

Receiving the MFA code

FYI first attempts to send the verification code by SMS. If a matching mobile number cannot be found in FYI for the recipient, or SMS verification is not available for the recipient's country, FYI sends the verification code by email instead.

Users in the practice receive the MFA code by email.

The verification code is valid for 5 minutes, with the expiry date and time displayed in the recipient's local time. A new code can be requested once the current code expires.

If an invalid code is entered five times, the recipient will be locked out for 30 minutes. After the lockout time expires, they will be able to request a new code.

SMS

FYI sends an SMS to the recipient when a mobile phone number is stored in FYI for the recipient.

If more than one contact in FYI uses the same email address, or the client's primary contact in FYI uses different mobile numbers, the recipient will be asked to select their mobile number before the code is sent. Select My number is not on this list to send the code by email instead.

When the SMS is received:

The practice's name will be displayed at the start of the message.
The message will be displayed as follows:

"(Practice name) has shared documents with you. Your verification code is (code). This code expires in 5 minutes. Do not share this code with anyone."

FYI sends MFA codes by email when:

SMS verification is not available for the recipient's country.
A mobile number cannot be found in FYI for the recipient.
The recipient selects My number is not on this list.
The recipient is an internal user of the practice.

When the email is received:

The email will be sent from the email address no-reply@fyi.app.
The email subject will be "Your FYI verification code".
The message will be displayed as follows:

"(Practice name) has shared documents with you securely via FYI. Your verification code is:

(code)

This code expires in 5 minutes. If you did not request this code, you can ignore this email - no further action is required.

Do not share this code with anyone."

Viewing the shared content

After verification, the recipient has 15 minutes to access the shared content. When this period expires, they need to select the Secure Link in the original email and complete verification again.

Select the relevant section below to see examples of how the shared content is displayed.

Single document

Example of when only a single document has been shared using Secure Link.