Sharing documents, online forms, electronic agreements, and handouts with clients and contacts is essential to any practice. However, to protect sensitive information, it is important to ensure that these documents are shared securely. In this article, we will guide you through the process of securely sharing multiple documents as part of the same message.
Other Options For Sharing Documents, Attachments & Online Forms
Kalix supports several other mechanisms for sharing documents, attachments & online forms. These include:
Share Documents through Appointment Messages
Kalix also supports automatically sharing with clients - online forms, electronic agreements, and other documents as part of appointment messages (appointment notices and reminders).
Sending Single Documents to Clients & Contacts (From Within Documents)
Additionally, single documents can also be shared with clients and contacts from within the specific document.
Contents of this article:
How Document Sharing Works
Clients and contacts access the shared documents using a secure web link and access code. Kalix can send documents via email, SMS (text message), or text-to-voice.
The link is their temporary login to the shared documents. The code is the key (or password) to unlock the document and provides extra security to prevent breaches.
Note: Kalix does not send the documents via email, text-to-voice, or SMS. It only shares the web link and code. The documents are viewed and completed (if applicable) within Kalix in an encrypted HIPAA-compliant environment. Please click the button below to learn more about this feature and HIPAA compliance.
Account Set-up For Document Sharing
Before sharing documents, a few set-up tasks are required. You must enable and set up Kalix's messaging feature and assign a messaging method against the client's or contacts' details page.
In addition, you need to (if not already done so) set up your document templates. Click on the button below for detailed information on account setup for document sharing.
Customize the Shared Documents Message Template (Optional)
Kalix allows you to customize the email, SMS, and text-to-voice messages associated with multi-shared documents via the Messaging Settings page.
Navigate the Messaging Settings page and scroll down to the Shared Documents Message Templates section.
Select the Edit Message Templates button.
A pop-up window will appear. Choose whether you wish to modify the email, SMS (text message), or text-to-voice message template.
4. Complete your desired changes to the message template and click save.
Note: the auto text field Link (Required) must be included somewhere in the message template. This auto-text field is where Kalix adds the secure link and code the recipient uses to access the shared documents.
Sharing Multiple Documents
For ease of use, there are several different locations where documents can be shared from within Kalix. These will be detailed below:
The Share Documents Button
To share documents, find the client you wish to share documents with. Click on the purple search icon on the far left and use the search field to find the client by name.
Once the client is selected, click the Share Documents button on the side panel.
3. The Share Documents screen will appear. Kalix will give you three different types of documents you can share:
From Templates: select this option to create new documents or online forms to share.
Existing Client Documents: use this option to share (or reshare) existing client documents, forms, or uploaded files.
Shared Uploads: This option allows you to share files, such as PDFs, Word documents, and images that have been saved to your Shared Uploads page. A common use of this functionality is to share handouts.
4. Choose the documents you wish to share, followed by the Share button at the bottom of the window.
5. The message editor will appear. You can send the documents to the selected client or one of their contacts, e.g., a primary care physician. Check the appropriate radio button to make your choice.
Share Documents with the Client's Contacts
Using this workflow, you can also share documents with the selected client's contacts, e.g., a primary care physician. Check the contact radio button and then use the search to link the applicable contact.
Sharing Documents & Uploads From Client Messages
Alternatively, you can share documents, forms, and attachments directly in the messages section of your client's file.
Access the Messages section in the client's file.
Click on the orange plus button.
Click on Share Documents
4. Choose the file from either Templates, Existing Client Documents, or Shared Uploads.
5. Once a file is selected, click share, then send.
CC Other Recipients into Shared Documents
Kalix supports adding up to three additional recipients (clients or contacts) to shared documents. This is useful if you would like to share documents with parents, guardians, or caregivers.
The recipients have shared access (along with the client or contact) to the shared documents, forms, or attachments.
To CC other recipients, share documents as per normal.
In the Compose Message window, first select the primary recipient.
Now you can click the "Add Recipient" button.
An Add Recipient pop-up window will appear.
Select if you would like to CC another client or contact, then search for them by name via the search bar.
Once they are selected, click Add. Repeat to add up to 3 additional recipients.
Send as normal.
Sharing Documents, Forms & Attachments with Contacts
Documents and attachments are shared with contacts via the Messaging page of their file.
Steps:
Go to your Contact list in Kalix.
Click on the Contact Name.
Click on Share Documents.
Search for the form or document you wish to share.
Click on the document and then click share.
Choose the contact method: email, fax, or SMS.
Click Send.
A Note on Opt-in
If you choose to use opt-in messaging (not supported for fax), clients or contacts must opt-in to Kalix's messaging system before online documents can be received (note you can queue online documents to go out before the opt-in is accepted).
Online Form Submission*
The documents' link (the client's or contact's access to the shared documents) is valid for 14 days. The share link can be clicked on, and documents can be viewed and edited as many times as needed until the 14 days are up or the submit button is selected.
If a document is not read-only, you can also get an email notification when it is submitted.
* Not applicable for fax or text-to-voice messaging.
Viewing Shared Documents
You can view the shared documents and their status at any time, even before your client or contact has submitted them. The shared document will be saved to the documents section of the client's cover page.
If you open a shared document, you can see when (or if) the recipient last accessed it.
Removing Document Access
If you wish to remove the client's or contact's access to a shared document before the 14 days is up, please follow the steps below:
Open the document (saved to the documents section of the client's or contact's cover page). Unselect the Share with others checkbox at the top of the page. Click Save.
