Send an access link

Use this journey to ask one person to fill in a form and send their documents.

Before you start

• You are signed in with the administrator or technical team profile, and Send & Collect › Access Links appears in the Portal menu.
• The form exists; see Prepare a form.
• You know how to reach the person: an e-mail address (up to 50 characters) for e-mail, or a mobile phone number for SMS and WhatsApp.
• For WhatsApp, the person must have agreed to receive WhatsApp messages from your company, and you must know where that agreement is recorded.

Steps

1. In the Portal menu, open Send & Collect › Access Links. The Magic Links page opens.
2. Select Create Magic Link. The Create New Magic Link dialog opens.
3. Fill in the dialog:
   • Form * — the form to send.
   • Name * — the person's name, for example John Smith. It identifies the link in the list.
   • CPF / Tax ID — optional.
   • Deadline (days) — how many days the link stays valid, from 1 to 365. Default: 30.
   • Email and Mobile Phone — how to reach the person.
   • Sending Channel — Email, SMS, WhatsApp, or None (create without sending) if you will share the link yourself.
   • Journey language — shown only when your company offers more than one language to recipients. Tenant default lets the recipient's preference and your company's default decide.
   • Max. Accesses — how many times the link can be opened; leave empty for Unlimited. Tick Single use to allow one access only.
   • Notes — internal notes; the recipient does not see them.
4. If you chose WhatsApp, Portal checks the number (Checking consent for this number…):
   • Consent for this number is already on file. — nothing else to do.
   • This recipient asked to stop receiving WhatsApp messages. Use another channel. — choose another channel.
   • Otherwise, record the consent: tick I confirm this recipient authorised receiving WhatsApp messages from us., choose How was it collected? (Web form, Contract, In person or Import), set the Consent date, and say in Where is the proof? where the evidence is, for example contract 4471.
5. Select Create Magic Link. The button shows Saving... while the link is created and sent.

Expected result

• The dialog changes to Generated Link! with Magic Link created successfully!, the full link under Generated link: with a Copy button, and a QR Code to open the link on a phone.
• If you chose a channel, Portal sent the link to the person, and the link's status is Sent. With None, the status is Created.

Copy the link now if you will share it yourself. This is the only time Portal shows it; afterwards you can only send a new one (see Follow up an access link).

How to confirm it worked

• Select Close. The link appears in the Magic Links list with the form, the creation date, the channel and its status.
• Select its name to open the details: Sending shows the Channel and Sent at.

If something goes wrong

What you see	What it means	What to do
Form and Name are required fields.	A required field is empty	Choose the form and type the name.
Email address must be 50 characters or fewer.	The e-mail address is too long	Use a shorter address, or another channel.
Record the consent before sending on WhatsApp.	WhatsApp needs a recorded consent	Complete the consent fields (step 4), or choose another channel.
This number opted out of WhatsApp. Choose another channel.	The person asked to stop WhatsApp messages	Use Email or SMS.
Magic Link created, but sending failed. Copy the link below or try resending.	The link exists but the message did not reach the person	Copy the link from the dialog and send it yourself, or send it again later.
Failed to create Magic Link.	The link was not created — for example, your company reached its usage limit, or your profile does not allow it	Try again; if it persists, ask your company administrator.
Failed to load form options.	The list of forms could not be loaded	Close the dialog and open it again.

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Last reviewed 2026-10-09 · Version 0.1.0 · Owner: product-documentation