Sharing presos with your clients
- Aaron Cooper
Last updated 27 August, 2024
Available to all users
You can share an online interactive preso with your clients whenever you like, quickly and easily.
From the preso’s appointment screen, simply click Share to bring up the sharing box.
You create the share link on demand so that it includes any slide selections or content edits you’ve made to that point. To do so, simply click Create link and it will be generated and automatically copied to your clipboard so you can paste it into your favourite email program, or any other messaging software.
Share visibility (security)
You can enforce an extra layer of security that requires your clients to input a 2-factor authentication (2FA) code in order to view the preso you shared with them.
To enable this security feature for a preso, your client must have a valid mobile phone number in Xplan. In order for it to be considered valid, you must:
Enter a proper mobile number (and nothing else) into the contact field for the client in Xplan.
Set its Type to any kind of phone number (“Mobile Phone”, “Home Phone, “Other Phone”, etc).
Whether or not the 2FA option is activated for a preso is determined by its Share Visibility:
Anyone with the link means that 2FA is not activated and all someone needs is the share link to view the preso. This allows your clients to share the preso with others if they wish. Share links are essentially unguessable, so it’s extremely unlikely that someone could stumble into your client’s preso. However, if someone gained access to the link somehow, they could view the preso.
Preso contacts only means that only your clients can view the preso and that they have to verify themselves by entering a 2FA code sent to their mobile number.
Setting a preso’s share visibility
To set/change a preso’s share visibility, from the appointment screen:
Either:
Click underneath Share Visibility on the left-hand side of the screen:
OR
Click the Share button, and in the sharing box click Change visibility or Review numbers or change visibility:
In the Share Visibility box that pops up, you can choose Anyone with the link or Preso contacts only.
As above, if you choose Preso contacts only your clients will only be able to access the preso if you have their mobile numbers stored correctly in Xplan.
The Share Visibility box will show you any mobile numbers you have stored for each client, or if there are none.
Note: If you have more than 1 mobile number for a client, they will have the option to choose which one to use for receiving the 2FA code.
How your clients access shared presos
Regardless of the preso’s share visibility, you generate a share link as per the instructions at the top of the page above, and the link is copied to your clipboard. You can then paste that into an email, into a client portal or via any other sharing method.
Your clients simply click the link to open the interactive preso in any modern browser on any device.
If the share visibility is set to Anyone with the link:
Your client will see a screen showing your practice’s logo (in place of “Abbie”) and your practice’s brand colour in the strip at the bottom of the screen:
They simply click their own name to view the preso immediately.
If your client has shared the preso with someone else (and because anyone with the link can view the preso), there is an option for the viewer to click “Not on the list?” and either identify themselves (which LivePreso tracks) or continue anonymously.
If the share visibility is set to Preso contacts only:
Your client will see a similar screen to above.
However, it will not include the “Not on the list?” option as only your clients can access the preso when it’s set to Preso contacts only.
After your client has clicked their name, all mobile numbers you have stored for them in Xplan will be displayed for them to choose (for security, only the last 3 digits are displayed):
They choose the correct mobile number and a code will be sent instantly to their phone.
They then simply enter the code and click Verify to start viewing the preso:
Out of date shares
If you subsequently make any changes to your preso—like changing which slides are included or editing any content—you’ll notice a little dot appear on the Share button, signifying that your original share link is out of date:
To generate an updated link with your changes:
Open the share box again.
Click Refresh link.
Additional sharing functions
Every time you create a share an activity will save on the right-hand side of the appointment screen. Clicking on a share activity will reveal 2 more buttons:
Copy link
Lets you copy the link to your clipboard again.
Revoking client access (expiring links)
If for any reason you want to revoke your clients' access to a preso, you can click Expire and your clients will instantly be prevented from viewing it.
Share notifications
Once you’ve shared your preso, keep an eye out for email notifications that let you know when your clients view it—and which slides they viewed for how long!
Signing
If your preso includes a “signing slide”, you will also see the Signing pop-up when you open the sharing box. See Signing presos for more details.