So, you want to share meeting insights from Sembly with folks outside your company, but you don’t want your internal notes splashed all over the internet. Smart. This guide is for anyone who works with clients, contractors, or partners and needs to keep things both productive and private. Whether you’re in IT, project management, or just the person who gets stuck uploading meeting summaries, you’ll find clear, actionable steps here—with zero fluff.
Let’s get into it.
Why Sharing Sembly Insights Isn’t as Simple as Hitting “Send”
First, some reality: sharing is easy. Sharing securely is where the details matter. Sembly (here’s what it does) makes it simple to capture meeting notes, transcripts, and action items. But once you want to send that info to someone outside your company, you’re suddenly juggling data privacy, access controls, and the awkwardness of “Did I just forward everything by mistake?”
Here’s what you need to do to keep your meetings useful for partners, but not a risk for your team.
Step 1: Decide What Needs Sharing—And What Doesn’t
Not everything in a Sembly meeting is meant for outside eyes. Before you even think about sending a link, ask:
- What’s actually useful to the partner? (Hint: Not your internal debates or budget numbers.)
- Is there confidential info, internal notes, or offhand comments?
- Are you sharing a full transcript, just action items, or a summary?
Pro tip:
If you’re unsure, err on the side of less. Oversharing is much harder to undo than sending a follow-up if something’s missing.
What Works
- Sharing concise summaries or action items.
- Redacting (removing) sensitive info before sharing.
What to Avoid
- Blasting out full transcripts without reviewing them.
- Assuming “private link” means “totally secure forever.” It doesn’t.
Step 2: Use Sembly’s Built-In Sharing Features (But Understand Their Limits)
Sembly offers a few ways to share meeting insights:
- Direct sharing via email invite (sometimes called “collaborators”)
- Generating shareable links
- Exporting content (PDF, DOCX, etc.)
Let’s break down what actually works—and what you need to watch out for.
Option A: Add as a Collaborator
This lets you invite specific people by email, giving them access to just that meeting or workspace.
Pros:
- Access is limited to specific users.
- You can revoke access later.
Cons:
- External folks may have to register for Sembly—some will, some won’t.
- You need to trust Sembly’s user management. If you’re in a regulated industry, double-check with IT.
Option B: Shareable Link
Sembly can generate a public (sometimes “unlisted”) link to the meeting summary or transcript.
Pros:
- Dead simple. Anyone with the link can view.
- No account required.
Cons:
- “Anyone with the link” means anyone—if that link gets forwarded, you lose control.
- No expiration or access tracking in most setups.
- Some companies block access to external links for compliance reasons.
Option C: Export and Send
Export notes, summaries, or transcripts as files (PDF, DOCX, etc.) and send via email, Slack, or whatever tool you use.
Pros:
- You control exactly what gets sent.
- Files can be stored and archived.
Cons:
- Zero access control once a file is out there.
- Hard to retract or update after sending.
Bottom line:
Use direct sharing for trusted partners, export for one-off needs, and skip public links for anything remotely sensitive.
Step 3: Review and Redact Before You Share
Before you send anything, actually look at the content. This sounds obvious, but you’d be amazed how many people just forward the auto-generated summary.
- Scan for sensitive info: Look for internal notes, project codes, pricing, or anything you wouldn’t want public.
- Edit summaries: Sembly lets you tweak AI-generated summaries and action items. Do it.
- Delete irrelevant sections: If the transcript or summary covers more than what the partner needs, trim it down.
Pro tip:
If you’re in a regulated industry (finance, health, legal), run it by compliance or legal before sending. Better safe than sorry.
Step 4: Choose a Secure Delivery Method
How you send insights is as important as what you send. Here’s how the options stack up:
A. Secure Email
If you must use email, use encrypted email if possible. At the very least, don’t put sensitive stuff in the subject line.
B. Company-Approved File Sharing (Google Drive, OneDrive, etc.)
- Upload the exported file to a secure, access-controlled drive.
- Share just with the partner’s email—not “anyone with the link.”
- Set expiration dates or revoke access when the project ends.
C. Sembly’s Sharing Features
- For internal-to-external sharing, set the lowest necessary permissions (view-only, no editing).
- Remove access promptly when it’s no longer needed.
D. Avoid Messy Workarounds
- Don’t paste content into unsecured chat apps or public Slack channels.
- Don’t share via personal accounts or consumer-grade file-sharing sites.
Step 5: Document Who Got What (and When)
It’s easy to lose track of who has access, especially if you’re sharing weekly. Keep a simple log:
- Who you shared with (name, email, company)
- What you shared (summary, transcript, files)
- When you shared it
This isn’t about bureaucracy—it’s about saving your skin if there’s a data leak or a partner claims “we never got that note.”
Step 6: Clean Up After Yourself
When the project wraps up, or when a partner’s involvement ends, tidy up:
- Revoke access: Remove them from Sembly, shared drives, or wherever you gave access.
- Delete old files: Especially if they contain sensitive info.
- Ask partners to confirm deletion on their end, if appropriate. (No, not everyone will do it, but it’s worth asking for high-risk projects.)
Things to Ignore (Most of the Time)
- Overly complex security tools: Unless you’re in a high-risk field, you don’t need to encrypt every summary like it’s state secrets.
- “Set it and forget it” sharing: Always check permissions and content every time you share.
- Relying on Sembly alone for compliance: Sembly is a tool, not a full security solution. If your company needs strict controls, layer your own policies on top.
Real-World Tips
- Set a recurring reminder: If you share regularly, check sharing settings monthly.
- Use templates: Draft a template for summaries or exports you share often, so you don’t have to reinvent the wheel.
- Train your team: Don’t assume everyone knows not to overshare—spend 10 minutes walking through these steps with your coworkers.
- When in doubt, ask: If a partner asks for “everything,” clarify what they actually need. You’ll save everyone time (and headaches).
Keep It Simple, Stay in Control
Sharing Sembly meeting insights with external partners doesn’t have to be a nightmare. The key is to be intentional: know what you’re sending, who’s getting it, and how you’ll keep things under control after you hit “send.” You don’t need a PhD in security—just a little attention to detail and a willingness to double-check before you share.
Start with these steps, tweak as you go, and don’t let perfect be the enemy of good. The best process is the one you’ll actually stick with.