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Instant Access Links: How They Work (and How To Use Them)

Summary Instant access links let your clients open shared items immediately without creating an account or logging in. This works for design boards, questionnaires, quotes, invoices, contracts, retainers, and attachments.

Betsey Pope avatar
Written by Betsey Pope
Updated this week

  • Links are secure and time-limited (7 days).

  • If a client clicks on an expired link, they will see the following message indicating that a new link has been sent to their inbox.

Share Any Item With an Instant Access Link

  1. Open your project in DesignFiles.

  2. Open the item you want to share (moodboards, retainers, quotes, invoices, spec sheets, contracts, or attachments).

  3. (Optional) Customize the message that will appear in your client’s email.

  4. Click the Share/Send button.

Notes

  • The note above the button confirms the email will include an instant access link.

  • This process is identical for all designs and project documents you share with your client.

Give Clients a Permanent Login Link on Your Website

If you would like your client to have a dedicated location on your website where they can go to access their project at any time, you can add a Client Login Link to your site.

Click here to learn how.

👉 You can find your login page under:

Me > Invite Clients > Toggle to Client Login Page

How it works for clients:

  • Clients click your Client Login link.

  • They see a branded login page.

  • Existing clients can log in with email + password.

  • Any client can choose Request an instant access link instead.

  • They receive a “Login Now” email. Clicking the button takes them straight into their Client Portal.

Security and Expiration

  • Instant access links expire after 7 days.

  • If a client clicks an expired link, our system will then automatically send a new link to that email address. Nothing is needed from your end.

Your Client’s View:

👉 Your client receives a branded email to view what you’ve sent them. They will be directed straight to the shared item in their Client Portal and can take immediate action.

1) Client Opens Your Email

What happens: They receive an email branded with your business's logo, featuring a clear 'View' button for the item you shared.

2) Client Clicks “View”

What happens: A new browser tab opens directly on the shared item in the Client Portal.

  • The client can then take action on whatever is sent to them, such as leaving feedback, signing a contract, or paying an invoice.

3) If the Link Has Expired (7 days have passed)

  • What happens: We automatically send your client a new link when they open the expired one. A confirmation page will show confirming the email address we sent their fresh link to, and clear instructions for what to do in case they have any trouble.

What the client does: Check their inbox for the new link, and they should be good to go as usual!

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