This article covers access codes for smart files. When enabled, clients must enter a code sent to their email before accessing the smart file.
Access codes in smart files protect clients' personal details by restricting access to authorized individuals. To access a smart file with an access code, clients need to provide their email address. They will then receive an email containing the access code. Once received, clients can enter the code in their smart file.
Turn on access codes for a smart file
One best practice is to turn on access codes for templates so they're set up for every smart file you send using that template. You can also turn them on for specific smart files you create from the project workspace.
From the top navigation menu, select Templates > select File templates
Open the template you want to add access codes to (or create a new template)
From the top navigation menu, select the gear icon
Under Security and File Access, toggle on Require your client to enter an access code when logging into this file
Select Save and Exit
From here, your client will need to use an access code whenever they want to access the file. They'll be asked to enter their email when they try to open the file. If that email matches their contact profile's email, they'll get an email with the access code.
Why you should use access codes
Access codes are not necessary for smart files. One way for you to consider using them is to enable them for booking smart files with invoices or contracts. Disabling authentication decreases your ability to verify your client's identity and may result in unauthorized access to your smart file.
📣 Note
If a smart file access code is turned off, any client payment details will not save. For the client's security, they will need to re-enter their payment information whenever they make a payment in the file.
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