If you’re juggling dozens of product decks, spec sheets, and one-pagers—and you’re sick of updating links or guessing which version went to which prospect—this guide’s for you. Sales teams need to send the right stuff, at the right time, without losing their minds or creating a mess in some shared drive. That’s where Valuecase comes in. But like any tool, it’s only as good as how you use it.
Below, I’ll walk you through how to actually manage and share your product collateral with Valuecase, step by step. No fluff, no hype—just what’s worth doing, what you can skip, and a few gotchas along the way.
1. Get Your Collateral Under Control (Before You Touch Valuecase)
Let’s be honest: most teams jump straight to uploading files and end up with a new mess in a shinier box. Don’t do that.
First, take stock: - What’s your core collateral? (Think: product overviews, pricing sheets, case studies, demo videos.) - What’s outdated, duplicated, or missing? - Who actually owns each piece? (If you don’t know, you’ll never keep it updated.)
Pro tip: Make a quick spreadsheet. One row per asset, with columns for name, owner, date last updated, and “is this still good?” status. If this feels tedious, it’s because it is—but it’ll save headaches later.
What to ignore: Don’t bother uploading every single one-off PDF or old deck from last year’s campaign. Focus on the stuff you send over and over.
2. Set Up Valuecase (The Right Way)
Now you’re ready to use Valuecase for what it’s actually good at: organizing, customizing, and sharing your collateral in a way that doesn’t drive you (or prospects) crazy.
Here’s how to set up Valuecase for B2B sales:
a. Build a Clean Library
- Upload only the essentials from your spreadsheet. Less is more.
- Group assets by category: Product, Pricing, Case Studies, Technical Docs, etc. Valuecase lets you create folders or sections—use them.
- Name things clearly. “2024_Pricing_Overview.pdf” beats “final_version_7.pdf” every time.
- Add owners and update dates where possible. Some platforms let you add metadata; if not, include it in the filename.
What works: Keeping your library tight and tidy. Salespeople don’t want to guess which deck is current.
What doesn’t: Treating Valuecase like Dropbox. Don’t dump everything in and hope for the best.
b. Set Permissions (Without Overcomplicating)
- Default to open access for your core collateral—if everyone needs it, don’t gate it.
- For sensitive stuff (custom pricing, NDA docs), use Valuecase’s permission controls to limit who can see or share.
- Assign an “admin” or librarian. Someone needs to own clean-up duty every quarter.
Skip: Making super-granular permission groups unless you have a really good reason. Most teams overthink this and end up locking themselves out.
3. Create Shareable Spaces for Each Deal
This is where Valuecase actually shines compared to old-school file sharing. Instead of sending a bunch of attachments or endless Google Drive links, you create a “space” for each prospect or deal.
How to do it:
- Spin up a new space (or workspace) in Valuecase for each account or opportunity.
- Drag and drop the exact collateral each prospect needs. Don’t overload—tailor it.
- Add context: Use Valuecase’s notes or description fields to frame what’s inside (“Here’s our pricing, plus a case study from an industry similar to yours.”)
- Drop in your meeting recap or next steps so the client doesn’t dig through their inbox to remember what you agreed on.
What works: Personalizing the content. Prospects notice when you actually curate what’s relevant for them.
What doesn’t: Throwing in the kitchen sink “just in case.” If you send everything, people read nothing.
Pro tip: Use Valuecase’s templates feature to save time. Set up a standard space for common deal types (like “mid-market demo follow-up”), then tweak as needed.
4. Share, Track, and Actually Use the Analytics
Sending the link is just the start. The real value comes from knowing what happens next.
How to share: - Send the Valuecase space link via email, LinkedIn, or even SMS—wherever your prospect lives. - Make it easy: One link, no passwords if possible, and clear instructions (“Everything you need is here—let me know if you have questions.”)
Tracking and analytics: - Valuecase shows you who viewed what, when, and for how long. - Look for patterns: Did they spend 5 minutes on your pricing page? Did they skip the product deck entirely? - Use this data to follow up: “I saw you checked out the case study—happy to introduce you to that customer if helpful.”
What works: Using analytics to have smarter conversations, not just to “chase activity.” It’s a way to see what actually interests people.
What to ignore: Don’t obsess over every view or click. People have multiple tabs open all day—focus on big signals, like repeated visits from new stakeholders.
Warning: Analytics aren’t magic. Sometimes people forward your link to someone else; sometimes they don’t look at anything until two minutes before your next call. Don’t overinterpret.
5. Keep Collateral Up to Date (Without Losing Your Sanity)
Nothing kills trust faster than sending out an old price list or outdated product spec. But updating dozens of files across deals is a pain—unless you set things up right.
How to handle updates: - Replace the master file in your library. Valuecase should swap in the new version everywhere it’s used. If it doesn’t, ask your admin to check settings. - Set reminders to review core assets every quarter (or whenever your product/pricing changes). - Archive or delete old collateral—don’t let the old stuff pile up.
Pro tip: If you have “versioned” assets (like new pricing each quarter), use clear dating in filenames and always keep just one “current” version in the library.
What works: Centralized updates. Update once, fix everywhere.
What doesn’t: Letting each salesperson keep their own stash of files on their desktop. That’s how mistakes happen.
6. Train the Team—and Make It Stick
Even the best system falls apart if no one uses it. Don’t skip this.
How to roll it out: - Short, hands-on training. Show people how to create a space, add files, and share a link. Skip the hour-long lecture. - Create a “cheat sheet” (one page, tops) with steps and tips. - Set expectations: All new deals get a Valuecase space, no more sending random attachments. - Check in after a month. What’s working? What’s not? Adjust.
Pro tip: Ask your two most skeptical reps to try it first. If you can win them over, you’re golden.
What’s Worth Doing (and What’s Just Hype)
Here’s the honest take:
- Valuecase is great for organizing, customizing, and tracking collateral. If your team’s sending the same docs over and over, it saves a ton of headaches.
- Don’t expect it to close deals for you. It’s a tool, not a silver bullet.
- Skip the edge-case features (like deep CRM integrations or custom branding) unless you really need them. Focus on making it dead simple for reps and prospects alike.
Keep It Simple—Iterate as You Go
Start with the basics: clean up your assets, set up Valuecase, and train your team on how you want to use it. Don’t overcomplicate things. As you see what actually gets used (and what doesn’t), tweak your process. The goal isn’t perfection—it’s making your sales life less painful and your prospects’ lives easier.
If you keep it simple and stay ruthless about what gets shared, Valuecase can be a genuinely useful tool for B2B sales teams. And if it doesn’t fit your workflow after a real try? Move on. Life’s too short to wrestle another platform.