Kalix allows you to securely share online forms, electronic agreements, letters, client summary and other documents.
Contents of this article:
The Share Link & Code
The recipient (the client or contact) accesses the shared document via a secure web link and access code. Kalix can send these with just a couple of clicks (see below for workflow) via email, SMS (text message) or text-to-voice.
The link is your client's or contact's temporary login to the online document. The code is the key (or password) used to unlock the document and provides extra security to prevent breaches.
Note: Kalix does not send the document via email, text-to-voice or SMS. It only shares the web link and code. The document is viewed and completed within Kalix, in an encrypted HIPAA compliant environment. Please click here to find out more about this feature and HIPAA compliance.
Setting up Templates for Online Documents
Templates are pre-formatted forms that serve as the starting point for new documents. Before you start sending online forms and agreements, you must (if not already done so), set up your templates.
You can add templates to your account from Kalix's Template Library or create your own using the template builder.
Setting-up Messaging
Before sharing documents, you must enable and set up Kalix's messaging feature and assign a messaging method against the client's or contacts' details page.
1) Enabling & Setting-up Messaging
Kalix's Messaging feature can be enabled under the Messaging Setting section of the Messaging tab.
2) Setting-up the Client's or Contacts Details Page
A messaging method must be assigned against the client or contact's details page, as well as their contact email, phone and/or fax number.
Make sure the client or contact has a valid email, fax and/or phone number saved.
Phone numbers must contain your state area code.
If using SMS (text message), the telephone number type field must be set to cell phone (or mobile).
If using fax, the telephone number type field must be set to fax.
Note: Kalix allows you to save unlimited contact phone numbers against the client's Details page. If you save multiple numbers for a particular contact, Kalix will send messages to the first phone number listed.
Opting-in
If you choose to use Opt-in messaging, clients and contacts will need to opt-in to Kalix's messaging system before an online document can be received (note you can queue online documents to go out before the opt-in is accepted). Opt-in is not required for fax.
Kalix will automatically send opt-in messages to clients and contacts (using their assigned messaging method) when their first message from Kalix is due to go out.
Once the client or contact has opted in, the queued message/s e.g. the message associated with the online form will automatically go out.