If you already sent a smart file, but need to make some changes—or if your client needs to edit some responses in a file they've already completed—no problem!
Your account look a little different? You might have a different version of files! Check out this article for more info on editing and resending with legacy files. Smart files are still in beta, but they’re coming soon and offering more power and customization than ever. Join the waitlist to get access ASAP
In this article, we’ll review:
Editing a smart file that’s been sent, but no action taken by clients
1. Find the smart file in question and click to open. You can search using the search bar, or locate the file from within the project’s Activity or Files tabs.
2. Click Edit Smart File to the top right of your screen.
3. Make any updates you need, then click Publish Changes.
4. Now, you can choose to email the client to alert them to the updates, or not! They’ll see the changes next time they open the smart file either way—but we do recommend letting them know with an email.
5. If you’re emailing the changes to your client, update the email copy as necessary and click Send.
Editing a sent smart file that’s been acted upon by clients
Editing a smart file in which a client has already taken action—submitted responses, selected services, signed a contract, or made a payment—follows almost the same steps as editing a sent smart file, even if the file has made it all the way to the completed stage. Depending on the portion of the smart file you’re editing and the actions the client has already taken, though, you may be required to alert your client to the changes via email (instead of simply having the option to).
If your client has...
Only answered questions (some or all) in a smart file
If your client has answered some or all of the questions in a smart file, but not taken action on an included invoice or contract, you will not be required to alert them to any changes you make within the file—though you’ll have the option to! Either way, they’ll see the new version of the smart file the next time they open it.
Making edits to this type of smart file, even to the questions themselves, will not delete any of the clients’ previous responses (unless you delete a question entirely). Any edits made and published will move the smart file back into the in progress stage, so the client will be able to edit and resubmit the file.
Made at least one payment and/or signed a contract
If you are simply editing content or questions within this smart file, regardless of any actions the client has already taken, you will not be required to alert the client to these changes — though you’ll have the option to!
If you need to make edits to your invoice or contract and your client has already made any payments and/or signed their contract, you will be required to notify your client via email of these changes.
PLEASE NOTE: If you’re editing and resending a contract that had already been signed, your client will need to approve the changes AND re-sign the contract, as seen in the gif below!
If a smart file had made it to the completed stage, publishing any of these changes will move the file back into the in progress stage, so the client will be able to edit and resubmit the file.
Allowing clients to edit a smart file that’s been completed
Though a client isn’t able to edit their responses in a smart file that’s currently in the completed stage, it’s easy to change the status of the file to allow them to make changes!
Simply follow the steps above to make any small change to your smart file and then click Publish Changes. This will move the smart file back into the in progress stage, allowing your client to edit it again.
Be sure to choose the option to email your client (if your edits didn’t already require it) so they know they can now update their previous responses and resubmit.
PLEASE NOTE: Resubmitting responses to questions will overwrite the client’s original answers in the smart file, if the responses have changed. You will not be able to retrieve the original answers once they’ve been updated.
Want to learn more?
Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!