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Your HoneyBook process: moving from legacy files to smart files
Your HoneyBook process: moving from legacy files to smart files

Understanding how to manage your HoneyBook process when moving to smart files

Updated over a week ago

HoneyBook smart files are the new age of HoneyBook, and we are so excited to introduce them to our amazing community.

While legacy files worked for many use cases, we heard from so many members over the years that files simply couldn't do everything they needed; individual files even sometimes led to extra back and forth or leads stalling out. So, we created smart files, which allow you to combine any elements of your process, creating a smooth experience for your clients and a less time spent on back and forth for everyone.

That said—we get it. We know that any kind of change to your process can be unnerving, and we're here to support you at every step as we transition from legacy files to smart files.

As we proceed through this transition, it's important to note:

  • To save you the time and effort of recreating legacy files as smart files, we've automatically updated all of your legacy templates. You can find them in your Templates section.

  • You will also still be able to create the same experiences you're used to with legacy files. The reference guide below details how legacy file types translate to smart files, as well as offering some examples of new client experiences you can create.

  • Your legacy file templates are still in your account; nothing has been deleted! You can find those templates in the Legacy Files tab of your Templates section, and can still send them to clients.

This article references smart files, our newest file experience offering more power and customization than ever. Click here to learn more about smart files and add them to your account!

Recreating traditional legacy file formats with smart files

Smart files can do everything legacy files can do (and more)! Though all of your existing legacy file templates will be automatically upgraded to smart files, you can also use the guides below to create smart files in the style of your favorite legacy files.

New experiences smart files can offer your clients

The possibilities are truly endless with smart files, but here are a few ideas to get the gears turning. You can create....

Onboarding experiences

Create an intro with content blocks (text, images, and/or videos), add questions to gather client information, and finish out with content detailing next steps.

All-in-one booking documents

Create any combination of service selection, scheduling, invoice, and contracts, as well as any necessary questions or content.

Mood boards

Combine text, images, and questions to showcase the vibe of the project and collect feedback from the client.

Proofing docs/design approval

Add your documents to proof or designs to approve with text and/or images, include questions to gather feedback, and add a contract for an official sign-off.

Offboarding experiences

Use any combination of text, images, videos, or questions, and even include a redirect link, upon submission of the file, that takes the client to a review site, to their delivered services, to a next steps page... whatever makes sense with your business.

...and much more!

Sending smart files to clients

Since you can simply open all of your existing templates in the smart files builder, the process to send a document to project participants will be pretty familiar!

To send a smart file from within a project:

1. Click Create New.

2. Select a document type to access your templates, or click Custom to build a brand new file.

  • HoneyBook Tip: Selecting a type of smart file just gives you a starting point—you’ll always be able to add content or additional actions before sending.

PLEASE NOTE: Legacy timelines are not available as smart files yet. Select Timeline under the Legacy Files section to create a timeline.

3. If you’ve selected a standard document type, choose how you’d like to begin. You can:

  • Start from a recently-sent file: select the Recently Sent tab on the left to use a something you’ve shared with a client recently. Use that file as a jumping-off point, and edit as necessary. Edits you make will only affect the document you send to the current client, and will not change anything on the originally sent file.

  • Start from a starred template: select the Starred templates menu on the left to view & use templates you've favorited.

  • Start from a gallery template: the Template Gallery offers a wide array of pre-designed templates that achieve a whole host of different goals. It’s the perfect place to find inspiration, guidance, or just a quick place to start.

4. Once you've chosen your starting point, you can make changes to the document to suit this client. Here’s how to edit services, invoices, session scheduling, contracts, questions, and more.

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

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

6. Once back in the file, click Share.

7. Write or edit the email you’d like to send with the file (or, use the Create 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.

  • HoneyBook Tip: Remember that you can select an email template you’ve already saved, to make the process even quicker!

8. Click Send when you’re ready.

  • HoneyBook Tip: Want to make sure you know what your clients will experience? Click the arrow icon next to Send, then click Send Test. You'll receive the smart file in your email inbox, so you can review before sending to the client. Learn more about sending a test file here!

Once you've sent, your client will receive their file via an email sent directly to their inbox (or via the link you shared), and they can open and take action from any device. Here’s what they experience when you share. Then, you can track their progress, review payments, and see responses when you open the file again!

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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