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Access codes in smart files ensure the privacy and security of your clients’ personal details by making sure the correct people have access to the correct files.
When a client clicks to open a smart file with an access code, they’ll be asked to input their email address, which will trigger an email containing the code. Once they receive that email, they can simply head back to their smart file to input the code.
While access codes are not required for any smart file, we do recommend keeping the feature turned on for booking smart files in particular (those with invoices, contracts, or both). If authentication is disabled, you are significantly reducing your ability to verify your client’s identity, which may lead to unauthorized access to your smart file.
Given the sensitive nature of the information your client might be adding — legally binding signatures, payment details, etc.—the access code adds a layer of security to ensure the intended recipient is the one completing your smart file.
PLEASE 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.
That said, you can, easily turn the access code for each smart file on or off via the file's configure settings.
To turn a smart file's access code on or off:
1. Click the gear icon in the top right corner of your smart file or smart file template to open the configure settings.
HoneyBook Tip: Adjusting the access code settings from within a smart file template will ensure that selection is the default for that template whenever it is sent through a project. You can, however, always edit the settings before sending to individual clients!
2. In the Security section, turn the access code toggle on or off.
3. If you’re choosing toggle the setting off, confirm that you’d like to remove the access code.
4. Once you’ve made your changes, click Save & Exit.
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