Managing Verification Codes and Mobile Numbers for Shared Email Addresses in ATO SmartDocs Vault
When two clients share the same email address in ATO SmartDocs Vault, managing verification codes and associated mobile numbers can present challenges. This article explains the system behavior and provides solutions to ensure smooth access and security.
Understanding System Behavior
ATO SmartDocs Vault associates a single email address with one mobile number at a time. The system remembers the last mobile number used for that shared email. As a result, even if you update the mobile number before sending a document, the verification code may still be sent to the other person if their mobile was the most recently associated with that email. This behavior is expected for shared email addresses.
Solutions and Best Practices
To address this issue, consider the following approaches:
Use Unique Email Addresses - Assign each person a unique email address. If they prefer a shared inbox, create a pseudo or alias email (e.g., using a plus-address variant like
[email protected]). Store this unique email in their profile to ensure each individual has a distinct identifier in the Vault.Update Mobile Numbers - You can temporarily change the mobile number associated with the shared email address in the Vault under the Archive/Documents tab. However, note that the system will continue to switch to the last mobile number used for that email, making this a short-term solution.
Enable Two-Factor Authentication (2FA) - One person can switch their Vault second-factor authentication to an authenticator app. This eliminates dependency on SMS for verification codes and ensures secure access even with a shared email address.
Limitations and Considerations
Shared email addresses inherently limit the system's ability to differentiate between users. For long-term reliability, unique email addresses or alternative 2FA methods are recommended.
Temporary fixes, such as updating mobile numbers, may not fully resolve the issue and require ongoing management.
By implementing these solutions, you can effectively manage verification codes and maintain secure access for clients sharing an email address in ATO SmartDocs Vault.