Once you’ve built your smart file and it’s ready to roll, there are a few ways to share it with your clients.


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In this article, we’ll review:


Sharing a smart file from the template builder

If you’ve been building a smart file as a template (a great move if you want to be able to send this smart file to multiple clients!), here’s how you share it:

1. In the upper right corner of your window, click Update Template to save any changes you’ve recently made, then click Use Template.

2. If you haven’t configured this smart file's template’s settings, you may be asked if you’d like to do so (rename the template, set an access code, set a redirect URL for when the client submits the file, set expiration dates, etc.). You can also skip this step for now, and configure the smart file for the individual client once you’ve added it to a project.

3. From there, you can create a new project in which to share the smart file, or search for an existing one.

  • If you’re creating a new project, enter the name of that project here; you’ll enter client contact information in the Share step.

  • If you’re sending a smart file in an existing project, simply search for the correct project and click Create smart file.

4. Since you started this smart file with a template, you should have a great baseline to work with (or, you can send the file as-is!). Now’s the time, though, to make any edits to the smart file to personalize it for this client and project.

5. When your content looks good, click the gear icon in the top right corner to adjust or review your smart file's configure settings (if you didn’t complete this step earlier). From here, you can:

Be sure to click Save & Exit once the settings are adjusted.

6. Once back in your smart file, click the Share button in the top right corner.

7. Compose a new message or select an email template that you’ve already saved to send with the smart file (or, use the Share a link option!). The To field will pull in all existing project participants, but you can add other recipients by clicking the plus button; just be aware that adding an email address here will also add that person as a participant to the project as a whole.

8. When your client receives your message, the email will include a button that links out to the smart file – the default button text is “Get started.” If you’d like to adjust the text, you can click the Edit link to smart file icon! From here, just enter the button text of your choice in the text box that appears, then click Save.

  • HoneyBook Tip: Not quite sure what this will look like in your client’s inbox? You can always select Preview Email from the email composer!

9. Click Send when you’re ready.

  • HoneyBook Tip: There are two other ways to share your file under the Send drop-down. You can schedule the smart file and email to send at a later date and time, or send a test to yourself to review before sending to your client.

Once sent, your client will receive their smart file via an email sent directly to their inbox, and they can open and take action from any device! Here’s what they experience when you share.


Sharing a smart file via email from within a project

Sharing a smart file from directly within a project is just as easy!

From the project workspace:

1. Click Create New.

2. Select the type of smart file you'd like to send.

3. Select how you'd like to begin this smart file. You can quickly select from your most used or recently sent templates, head to your full menu of templates, start with a recommended template from our Template Gallery, or start from a blank smart file.

4. If you started this smart file with a template, you should have a great baseline to work with (or, you can send the smart file as-is!). Now’s the time, though, to make any edits to the file to personalize it for this client and project.

5. When your content looks good, click the gear icon in the top right corner to adjust or review your smart file's configure settings. From here, you can:

Be sure to click Save & Exit once the settings are adjusted.

6. Once back in your smart file, click the Share button in the top right corner.

7. Compose a new message or select an email template that you’ve already saved to send with the smart file (or, use the Share a link option!). The To field will pull in all existing project participants, but you can add other recipients by clicking the plus button; just be aware that adding an email address here will also add that person as a participant to the project as a whole.

8. When your client receives your message, the email will include a button that links out to the smart file – the default button text is “Get started.” If you’d like to adjust the text, you can click the Edit link to smart file icon! From here, just enter the button text of your choice in the text box that appears, then click Save.

  • HoneyBook Tip: Not quite sure what this will look like in your client’s inbox? You can always select Preview Email from the email composer!

9. Click Send when you’re ready.

  • HoneyBook Tip: There are two other ways to share your file under the Send drop-down. You can schedule the smart file and email to send at a later date and time, or send a test to yourself to review before sending to your client.

Once sent, your client will receive their smart file via an email sent directly to their inbox, and they can open and take action from any device! Here’s what they experience when you share.


Sharing a smart file via direct link

If you need to share this smart file via text message, social media DM, or any other avenue, you can create a direct link instead of sending an email!

1. Simply follow one of the sets of steps above, stopping when you reach the email composer screen.

2. Instead of sending the email, click the Create a Link button.

3. Creating a direct link will change the status of this smart file to Sent, but won’t actually send an email; to confirm you understand, click Create & Change to Sent.

4. This will generate a direct link, based on your customized client portal URL, that you can copy and share with your clients however you'd like.


Adding an access code to your smart file

Access codes in smart files ensure the privacy and security of your client details by making sure the correct person or people are getting access to the correct files.

Learn more about turning access codes on or off here.

When your client clicks to open a smart file with an access code, they’ll be asked to input their email to verify their identity. They’ll quickly receive an email with their code, which they can head back to their file to input.

You can learn more about what your client will experience here.

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!

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