Best Practices

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Practice 1

Create a separate link for every recipient

When you share one link with multiple people you lose the ability to know who opened what. Creating a unique link per recipient gives you individual tracking data so you know exactly which person read your document, how long they spent, and when to follow up.

Do this

Generate a new share link for each recipient directly from the document page
Label each link with the recipient name so you can identify it in your analytics
Set an expiry date on every link so access does not remain open indefinitely
Use email verification on links sent to clients or investors for accurate identification

Avoid this

Send the same link to an entire email list and expect individual tracking to work
Share links publicly on social media or websites if you need to know who is viewing
Leave links active after a deal closes or a contract is signed

Practice 2

Write a message that tells the recipient exactly what to do

The message you add to a share link is the first thing recipients read. A vague message leads to low open rates and no action. A specific message with a clear next step leads to faster responses and more signed contracts.

Do this

State what the document is and why you are sending it in the first sentence
Tell the recipient exactly what action you need — review and reply, sign by Friday, upload the requested files
Keep the message to two or three sentences so it is read in full
Include your name and a direct way to reach you if they have questions

Avoid this

Send documents with no message at all
Write a long message that buries the call to action at the bottom
Use the same generic message for every document you send

Practice 3

Set the right expiry for every document type

Not all documents should stay accessible forever. A proposal that was not accepted should not be viewable six months later. A contract that was signed does not need an active link. Setting expiry dates protects your information and keeps your link list clean.

Do this

Set 7 to 14 day expiry on proposals and pitch decks
Set 30 day expiry on documents that require a decision or signature
Use no expiry only for evergreen materials like product guides or public resources
Revoke access manually the moment a deal closes or a relationship ends

Avoid this

Leave sensitive financial documents accessible with no expiry date
Forget to revoke access for former clients or prospects who did not convert
Set expiry so short that recipients cannot reasonably review the document

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