If you work on a team that handles sensitive info, you know the drill: it's not enough to make great visuals—you've got to keep them locked down. Whether you’re sharing reports, proposals, or whatever else you build in Venngage, slipping up with permissions or exports can turn a good day into a headache. This guide is for anyone managing or collaborating on projects in Venngage who needs to keep things tight and tidy, without making it a full-time job.
Let’s get to the good stuff: how to share and export Venngage projects securely, what to watch out for, and the settings that actually matter.
1. Know What You’re Sharing—and With Whom
Before you send or export anything, get clear on what’s in your project. Sounds basic, but a lot of leaks happen because someone didn’t check the details.
- Sensitive data hiding in plain sight: Double-check for data like emails, internal metrics, or anything you wouldn’t want public.
- Internal vs. external sharing: Only send outside your org if you absolutely must. If it’s for internal eyes, keep it that way.
- Project ownership: Make sure the right person “owns” the project in Venngage—otherwise, revoking access later is a pain.
Pro tip: If in doubt, treat every project as if it might end up outside your company. It’s the safest mindset.
2. Set Up Your Team and Folders Right
Venngage for Enterprise offers team management features, but they don’t secure things by default. Here’s how to set it up so you’re not fixing mistakes later.
a. Use Team Folders
- Centralize assets: Put projects in team folders, not personal folders. This makes access management easier.
- Restrict who can create or move projects: Limit this ability to admins if you can.
b. Manage Team Permissions
- Granular controls: Assign roles (Admin, Editor, Viewer) carefully. Don’t hand out admin rights unless it’s needed.
- Audit regularly: Once a month, check who has access to what. People change roles, and permissions tend to drift.
What doesn't work: Relying on default settings. Venngage isn’t built to guess your security needs—if you don’t set things up, anyone on your team might see more than they should.
3. Sharing Projects Securely
Here’s where mistakes usually happen. Sharing is easy in Venngage, but secure sharing takes a few more clicks.
a. Use “Invite by Email” Over Public Links
- Best practice: Always invite specific users by email, rather than generating a shareable link.
- Why: Public links can be forwarded to anyone. Email invites require sign-in, so you know who’s viewing.
- Set permissions: Decide if the recipient can edit, comment, or just view.
b. Avoid “Anyone with the link” Unless Absolutely Necessary
- Risks: Anyone who gets the link (even by accident) can access your project. There’s no real audit trail.
- Better option: Keep links restricted to your organization, if possible.
c. Remove Access When It’s No Longer Needed
- Remove users: If someone leaves your team or changes roles, yank their access right away.
- Check sharing settings before exporting: Sometimes, a project gets shared more widely than you realize. Double-check before you hit export.
Pro tip: Set a calendar reminder to review shared links and access every quarter. It takes five minutes and saves you from ugly surprises.
4. Exporting Projects: Keep It Tight
Exporting is where things can go sideways fast. Once a file leaves Venngage, you can’t control it. Here’s what actually matters:
a. Pick the Right Format
- PDF: Best for final reports or print, but easy to copy and forward. Use password protection if you’re sending outside the org.
- PNG/JPG: Good for graphics, but no real security. Anyone can share or screenshot.
- Interactive (HTML, web link): Only use for internal dashboards or if you’re OK with the info being public.
b. Use Password Protection (If Available)
- Some Venngage plans allow you to password-protect PDFs. Use it for anything sensitive.
- Don’t send passwords over the same channel as the file. (Don’t email both together, for example.)
c. Don’t Export More Than You Need
- Export only the pages or visuals required. Leaving out sensitive slides is safer than redacting later.
d. Control Where Files Go
- Use secure file-sharing tools (OneDrive, Google Drive, Box) when sending exports. Avoid attachments if you can.
- Set expiration dates or access limits if your file-sharing tool supports it.
What doesn’t work: Assuming “exported = secure.” The second you export, you’ve lost control. That’s not Venngage’s fault—it’s the nature of files.
5. Audit Trails and Activity Logs: Use Them
Venngage for Enterprise has some audit capabilities, but they’re not perfect.
- Check activity logs: At least monthly, review who’s accessed, edited, or exported projects.
- Look for red flags: Unusual export activity, new users with high-level access, or lots of public link shares.
- Ask for more: If your security team needs deeper logs, push Venngage to provide them. Don’t assume logs are comprehensive out of the box.
6. What to Ignore (Mostly)
Not every “security” feature is worth your time. Here’s what’s less important for most teams:
- Template watermarks: These don’t protect info, just brand the file.
- Minor link obfuscation: Hiding URLs isn’t real security. Anyone with the link still has access.
- Overly complex folder structures: They look organized, but permissions matter more than fancy nesting.
7. Quick Checklist for Secure Sharing and Exporting
Here’s the no-nonsense version for your next project:
- [ ] Double-check for sensitive data (emails, financials, internal info)
- [ ] Use team folders and set roles properly
- [ ] Share by email, not public links
- [ ] Remove access for ex-team members
- [ ] Export only what you need, in the safest format
- [ ] Use password protection if you can
- [ ] Send files using secure sharing tools, not as attachments
- [ ] Review activity logs at least monthly
Print it, bookmark it, or stick it on your monitor.
Keep It Simple—and Review Regularly
Most security mistakes come from moving too fast or assuming someone else is handling it. With Venngage, set your permissions once, review them regularly, and never trust public links for sensitive stuff. It’s not glamorous, but it works. Iterate as your team changes, and don’t let “perfect” get in the way of “good enough, for now.”