Plan: Not Available: Intermediate Available: Pro or Elite
Users: Available: All users
Practice Management Source: Available: All sources
Secure Link allows practices to securely send sensitive FYI documents to recipients by email. Recipients verify their identity using a code sent by SMS or email before accessing and downloading the shared content.
Secure Link can be used to share documents stored in FYI. Practices on the Elite plan can also use Secure Link to share Forms.
Getting started with Secure Link
How Secure Link works
When content is shared using Secure Link, the recipient receives an email containing a link to the shared content. Before they can access the documents or Forms, the recipient must verify the email address the content was shared with.
FYI then attempts to send a verification code by SMS using the recipient details stored in FYI. If a valid mobile number isn't available, or SMS verification isn't available for the recipient's country, FYI sends the verification code by email instead.
The recipient completes this verification each time they use the Secure Link to access the shared content.
Configuring Secure Link
Before users start sharing content, an FYI Admin should configure the Secure Link settings for the practice. This includes:
- The Country of Origin, available in the general practice settings. FYI uses this setting to determine the country code when a recipient's mobile number doesn't include one.
- The Share expiry period and the Default Email Template, available in the Secure Link practice settings.
The email template used with Secure Link must include the Attachment Links merge field so the recipient receives a link to the shared content.
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:
| Details | Location |
| Recipient Email Address |
|
| Recipient Mobile fields |
FYI checks the details for both the client and primary contact. If a valid mobile number isn't available, FYI sends the verification code by email instead. |
Country-specific SMS requirements
The delivery of SMS messages is subject to local regulations and may require approval in certain countries.
Where SMS verification isn't available, recipients 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
The recipient's mobile number must use a supported format for FYI to send the verification code by SMS. Select the relevant region below for supported and unsupported formats.
Where a recipient's mobile number does not contain a country code, for example, +61, FYI will default to the Country of Origin selected in the practice settings. For clients located outside of this country, ensure a country code has been added to their mobile phone number.
Australia
The following mobile number formats are supported.
| Supported formats | Example |
| Mobile number with an AU country code, excluding the 0. Spaces may or may not be included. | +61412345678 +61 412 345 678 +61412 345 678 |
| Local number with no country code and a 0 prefix. Spaces may or may not be included. | 0412345678 0412 345 678 |
| Local number with no country code and hyphens. | 0412-345-678 |
The following mobile number formats are unsupported.
| Unsupported formats | Example |
| Missing a prefix. | 412345678 |
| Missing the + before the AU country code. | 61412345678 |
| Landline number that doesn't start with a 4 after the prefix. | 0212345678 |
New Zealand
The following mobile number formats are supported.
| Supported formats | Example |
| Mobile number with an NZ country code, including short variants and excluding the 0. | +64211234567 +6421123456 |
| Local number with no country code and a 0 prefix, including short variants. | 0211234567 021123456 |
The following mobile number formats are unsupported.
| Unsupported formats | Example |
| Missing a prefix. | 211234567 |
| Missing the + before the NZ country code. | 64211234567 |
| Prefix is in brackets or parentheses. | (+64) 211234567 |
| Landline number that doesn't start with a 2 after the prefix. | 0311234567 |
| Mobile number contains spaces or hyphens. | 021 123 4567 021-123-4567 |
United Kingdom
The following mobile number formats are supported.
| Supported formats | Example |
| Mobile number with a UK country code, excluding the 0. Spaces may or may not be included. | +447911123456 +44 7911 123456 |
| Mobile number with a UK country code, excluding the + prefix. | 447911123456 |
| Local number with no country code and a 0 prefix. Spaces may or may not be included. | 07911123456 07911 123456 |
Mobile numbers from the Republic of Ireland are not supported.
The following mobile number format is unsupported.
| Unsupported format | Example |
| Mobile number with hyphens. | 0791-1123456 |
Using Secure Link
Sharing documents
Users can share documents stored in FYI using Secure Link, either manually by email or automatically using a custom process.
Before sharing, check that the recipient's email address and mobile number are correct and use a supported format. If the recipient details are changed after the Secure Link is created, the documents must be shared again.
Refer to Sharing documents using Secure Link.
Sharing forms
Practices on the Elite plan can use Secure Link to send Forms to recipients for completion. Forms can be shared by themselves or with other documents at the same time.
Forms can be shared with multiple recipients, but will become inaccessible when one of the recipients has submitted the form. If each recipient needs to submit their own response, create and share a separate form for each recipient.
Access to a form ends when the Secure Link expires or when the form is submitted.
Refer to Sharing Forms using Secure Link.
Accessing shared documents
To ensure that shared documents are only opened by the intended recipients, the recipient will be asked to enter a verification code before they can access shared documents.
Verification must be completed each time the link is used to access the files. If the recipient details are updated in FYI after documents have been shared, you will need to reshare the documents or Forms again to ensure the updated details are used for verification.
Refer to Accessing documents shared using Secure Link.
Activity tracking
The Activity section of the Document drawer records Secure Link activity, including when:
- A Secure Link is generated.
- A verification code is requested.
- The shared document is accessed.
- Three unsuccessful email verification attempts occur.
- An incorrect verification code is entered more than five times and the recipient is locked out for 30 minutes.
- The verification code can't be delivered.
- Access to the link has expired.
Secure Link expiry
Access to shared content ends when the Secure Link expires. For Forms, access also ends when the Form is submitted.
Archiving, restoring or merging a client in FYI doesn't revoke access to content already shared using Secure Link. The recipient can continue to access the content until the Secure Link expires.
When a Secure Link expires, the recipient can no longer use the link to access the shared content. The content remains available to the practice in FYI. If the recipient needs access again, the content must be shared using a new Secure Link.
The expiry period is configured in the practice's Secure Link settings.