> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/households/secure-presentations/setting-up.md).

# Setting Up Secure Presentations

For admins: permissions, placing the card, your firm's own email template, and the default sign-in check.

Rubica switches Secure Presentations on for your firm and sets up your branding (logo, colours and web address). Your admins then choose how the email looks and how clients sign in.

## Permissions

| Permission set                   | Who gets it                                                 | What it allows                                                  |
| -------------------------------- | ----------------------------------------------------------- | --------------------------------------------------------------- |
| **Rubica Content Sharing**       | Everyone who shares with clients.                           | Use the **Shared with clients** card.                           |
| **Rubica Content Sharing Admin** | Admins who look after the email template and sign-in rules. | Change **Sharing settings**. Everyone else sees them read-only. |

Add the **Shared with clients** component to the Home page, an app page or a record page in Lightning App Builder. On the Home page advisers pick the household when they share; everything else works the same.

## Sharing settings

Click **Sharing settings** on the card. They apply to everyone at your firm.

### Client email

{% hint style="info" %}
These settings are about the **email** your clients get. The page they land on (your logo and colours) is set up by Rubica.
{% endhint %}

By default clients get the **standard email**: your logo and colours, sent by Rubica as *Your Firm via Rubica*. Your firm can use its **own template** instead, sent from your own Microsoft 365, in your own words and design.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Fgit-blob-da7c941ec1421af1bdee6bd7973a6eece60f5c9e%2Fpresentations-settings-email.png?alt=media" alt="Sharing settings, Client email tab"><figcaption><p>All names shown are examples.</p></figcaption></figure>

To set up your own template:

1. Click **Paste HTML**, or **Start from the standard email** to edit a copy of it.
2. Choose **Send from**: **The person sharing** (their own Outlook) or **A shared mailbox** such as info\@. The address must be on your firm's email domains.
3. Write the **Subject**.
4. Paste or edit the **Email (HTML)**. Click a tag to drop it in where your cursor is.
5. Read the **Checks** under the tags, and fix anything flagged.
6. Click **Send me a test** to get a filled-in copy in your own inbox.
7. Click **Save**.

The template is saved as a normal Salesforce email template, so it sits with your firm's other templates.

#### Tags

| Tag                                                                               | Fills in                                                                |
| --------------------------------------------------------------------------------- | ----------------------------------------------------------------------- |
| `{{first_name}}`, `{{last_name}}`, `{{email}}`                                    | The client's name, and the address it was sent to                       |
| `{{share_url}}`                                                                   | **Required.** Their own one-click link. Put it where your button links. |
| `{{share_title}}`                                                                 | The presentation's title                                                |
| `{{expiry}}`                                                                      | When it expires, e.g. 28 Nov 2026                                       |
| `{{message}}`                                                                     | The note the adviser types when sharing                                 |
| `{{sign_in_note}}`                                                                | One sentence on what they'll be asked for, e.g. their date of birth     |
| `{{firm_name}}`, `{{firm_logo_url}}`                                              | Your firm's name and logo                                               |
| `{{Sender.Name}}`, `{{Sender.FirstName}}`, `{{Sender.Email}}`, `{{Sender.Title}}` | The person who shared it                                                |

#### Pasting HTML from an agent or designer

You can paste a whole email, `<style>` block and all. When you save:

* scripts, forms and on-click code are removed (email can't run them anyway);
* a template without `{{share_url}}` can't be saved;
* a tag that isn't on the list is flagged, with a suggestion if it looks like a typo;
* the email must be under 380 KB. Link images rather than embedding them.

Some email apps ignore `<style>` blocks (Gmail on phones, parts of Outlook). Styles written on each element are safer, and the checks will remind you.

#### If your own mailbox can't send

If Microsoft 365 doesn't accept an email, that person gets the standard email instead, so nobody misses out. The adviser is told when this happens.

#### Going back to the standard email

Click **Go back to the standard email**. Your template stays in Salesforce, so you can switch back by pasting it again.

### Sign-in check

Choose your firm's default check. See [Sign-in Checks](/households/secure-presentations/sign-in-checks.md) for what each one asks of the client.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Fgit-blob-ef05103e50b04d22de6baac5806f6c9c98154a24%2Fpresentations-settings-check.png?alt=media" alt="Sharing settings, Sign-in check tab"><figcaption><p>All names shown are examples.</p></figcaption></figure>

* **Advisers can change the check on a share**: untick to make every share use your default.
* **Allow "Anyone with the link"**: untick to stop anyone sharing without sign-in.

## Before your firm's own email can be used

Your firm needs sending through Microsoft 365 switched on (the same set-up as proposal emails). Ask Rubica if you're not sure. Until then, clients get the standard email.