How to securely share documents and proposals with buyers through Dealpad

Whether you’re trying to close a deal, win a renewal, or just avoid sending another attachment into the void, sharing documents with buyers is a pain. Email’s not secure, Google Drive links get lost, and you never really know who’s looking at your stuff. This guide is for anyone in sales, customer success, or account management who needs to share sensitive proposals or documents — and wants to do it without making a mess.

If you’re using Dealpad, you’ve got a tool made for this. The trick is using it right, without overcomplicating things or falling for the “just upload everything” trap.

Why Document Security Actually Matters

Let’s keep it real: most buyers aren’t out to steal your secrets. But you still need to protect confidential pricing, contracts, and product details. If the wrong person gets access — or if you lose track of who’s seen what — you could blow a deal or put your company at risk.

Common document-sharing fails:

  • Email attachments: Get forwarded, go missing, or end up in the wrong inbox.
  • Open cloud links: Anyone with the link can view (or even download) your doc. Zero audit trail.
  • Version chaos: You send v3, they review v2, and nobody’s sure which is final.

Dealpad does better, but only if you use its security features for real, not just as a glorified Dropbox.

Step 1: Set Up Your Dealpad Workspace the Right Way

Don’t just drag-and-drop files into Dealpad and call it a day. The whole point is to keep things organized and secure.

1.1 Create a New Workspace (or Use an Existing One)

  • Give each buyer or deal its own workspace.
  • Don’t lump unrelated deals together — it’s a recipe for confusion.
  • If you’re working with a buying committee, set up the workspace before sharing any documents.

1.2 Add Your Documents

  • Only upload what’s needed. More isn’t better — it’s just clutter.
  • Think: Proposal, pricing sheet, SOW, product specs. Not every sales deck you’ve ever made.

Pro tip: Double-check document names before uploading. “Final_v3_ACTUALLYFINAL.pdf” doesn’t inspire confidence.

Step 2: Control Who Gets Access (And How)

This is where most people blow it. Don’t just invite everyone with a pulse.

2.1 Invite Buyers Directly

  • Use their work email, not personal Gmail.
  • Set permissions for each person:
  • Viewer: Can see, but not edit or upload.
  • Editor: Can comment, upload, or edit shared docs (rarely needed for buyers).
  • Don’t use “public link” unless you’re okay with anyone forwarding it.

2.2 Use Access Expiry and Passwords (If Needed)

  • For ultra-sensitive docs (pricing, legal), set an expiry date.
  • You can require a password for extra-sensitive files, but don’t go overboard — too many hoops and buyers will just ask you to email it anyway.

2.3 Enable Notifications (But Not Spam)

  • Set up notifications for key events (like if a doc is downloaded or viewed).
  • Don’t notify for every single comment unless you like inbox pain.

What to ignore: Overcomplicating roles or permissions. Most deals just need “viewer” access for buyers and “editor” for your team.

Step 3: Share Documents the Secure Way

Here’s where the rubber meets the road.

3.1 Share from Inside Dealpad, Not by Email

  • Use Dealpad’s built-in sharing — not just attaching files to an email.
  • Buyers get a secure link, and you get an audit trail.
  • If you must email, use a link to the Dealpad workspace, not the file itself.

3.2 Double-Check Permissions Before Hitting Send

  • Open the workspace as a “guest” (if Dealpad supports this) to see what buyers will see.
  • Make sure only the right docs and people have access.

3.3 Communicate Expectations

  • Let buyers know: “All documents are in Dealpad — just use your work email to access.”
  • If you’re using passwords or expiry, tell them upfront so they’re not caught off guard.

Pro tip: If a buyer forwards the link to someone who shouldn’t have it, you can revoke access or see who’s been snooping. This is actual security, not just theater.

Step 4: Keep Everything Up to Date (and Clean)

Don’t let your workspace turn into a junk drawer.

4.1 Version Control: Archive Old Docs

  • When you update a doc (like a revised proposal), archive or remove the old version.
  • Label everything clearly: “Proposal_v2_April2024.pdf” beats “NewProposal.pdf.”

4.2 Remove Access When the Deal Changes

  • If a stakeholder leaves, remove their access.
  • If the deal is closed or dead, lock down or archive the workspace.

4.3 Audit Logs: Actually Use Them

  • Check Dealpad’s audit log if there’s ever a question about who saw what.
  • Useful for internal reviews or when someone claims, “I never got that doc.”

What doesn’t work: Ignoring housekeeping. It doesn’t take long for clutter to become a security risk.

Step 5: Avoid Common Pitfalls

Let’s be honest about what trips people up.

5.1 Over-Sharing

  • More people and more docs = more risk.
  • Only share what you’d be comfortable seeing on a competitor’s desk.

5.2 Relying on “Security by Obscurity”

  • Just because a link isn’t listed on Google doesn’t mean it’s secure.
  • Always use authentication and permissions.

5.3 Ignoring Buyer Experience

  • If buyers struggle to access docs, they’ll ask for email attachments. That defeats the whole point.
  • Test the process yourself or with a colleague.

5.4 Not Training Your Team

  • Everyone on your side should know how to set permissions, check audit logs, and clean up workspaces.
  • Don’t assume “it’s obvious.”

Real Talk: What Works, What’s Overkill

What works: - Using workspaces for each deal, not lumping everything together. - Keeping permissions tight and clear. - Communicating simply with buyers about where to find docs.

What doesn’t: - Uploading every sales asset “just in case.” - Trusting everyone to follow the rules without reminders. - Overcomplicating security — if it’s too hard, people will find a workaround.

Ignore the hype: - Fancy “AI-driven” security features you’ll never use. - Overly granular permissions unless you’re in regulated industries.

Wrapping Up: Keep It Simple, Stay Secure

The best way to securely share documents with buyers is to keep your system simple, organized, and locked down just enough. Don’t get lost in features or try to plan for every edge case. Use Dealpad to share only what’s needed, keep an eye on access, and clean up after yourself. If you’re ever unsure, err on the side of less sharing — you can always open things up later, but you can’t un-share a leak.

Take five minutes now to set up your next workspace right. You’ll save yourself (and your buyers) a ton of headaches down the road.