If you’re sharing sensitive documents with business partners, you already know the headaches: files floating around, permissions gone wild, and that sinking feeling when you realize the wrong person has access. This guide is for anyone using Relayto to distribute documents B2B and wants to actually control who sees what—without making life miserable for partners or your own team.
Let’s cut through the fluff and get real about setting up document permissions in Relayto so your content stays where it belongs.
Why Permissions Matter (More Than You Think)
Getting permissions wrong is the fastest way to turn a secure B2B exchange into a security risk. Over-permissive sharing means confidential data leaks. Too strict, and you end up fielding endless access requests—or partners just give up and stop using your stuff.
The goal: Find the right balance where partners have what they need, and nothing more. Relayto gives you the tools, but they’re only as good as your setup.
Step 1: Know What You’re Actually Sharing
Before you click a single setting, take a beat:
- Map out your documents. What’s sensitive? What’s public? What’s somewhere in between?
- Group by audience. Not every partner needs every file. Segment by client, department, or project.
- Decide on access levels. Who needs view-only? Who can download? Anyone need edit rights (rare, but possible)?
Pro tip: Don’t just go by file names. Open the docs. You’d be amazed what ends up in "final_v3_FINAL_reallyfinal.pdf."
Step 2: Structure Your Folders and Workspaces
Relayto uses workspaces and folders to organize content. If you want to avoid headaches later, set this up thoughtfully:
- One workspace per client or business unit: Keeps things tidy and limits accidental oversharing.
- Nested folders for projects or document types: Don’t make a mess of “Misc” or “General” folders.
- Avoid dumping everything into one workspace: It’s the digital equivalent of a junk drawer.
What works: Clear, logical hierarchies that match your business relationships.
What doesn’t: Overcomplicating with too many layers. If it takes more than three clicks to find a doc, rethink your structure.
Step 3: Set Default Permissions Carefully
Relayto lets you set permissions at the workspace, folder, or document level. Here’s how to use that (without getting lost):
- Start restrictive, then loosen as needed. Easier to grant more access than to claw it back.
- Workspace-level permissions: Good for broad rules (e.g., all documents viewable by Acme Corp).
- Folder/document overrides: Use when a specific doc needs tighter (or looser) control.
Types of Permissions to Consider
- View only: Most secure. No downloads, no edits.
- Download enabled: Only if absolutely necessary. Once a file is downloaded, you’ve lost control.
- Edit rights: Rarely needed in B2B distribution. Only for real collaboration, and only with trusted partners.
Ignore: Blanket “public” sharing unless you’re posting marketing material. And if you see an “anyone with the link” option, ask yourself if that’s really a good idea.
Step 4: Share with the Right People (and Only Them)
Relayto supports sharing by email, domain, or group. Here’s what actually works:
- Email invites: Precise, but a pain for large groups. Good for a handful of users.
- Domain-based sharing: Handy for giving access to anyone at a partner company (e.g.,
@client.com). But watch out—this is as open as their own email security. - Groups/roles: Best for scaling up. Set up groups for each partner or project, assign permissions once, and manage users inside the group.
Sharing Links: Handle With Care
- Expiration dates: Use them. Keeps old links from floating around forever.
- Password protection: Adds friction, but sometimes worth it for extra-sensitive stuff.
- Disable forwarding: If Relayto offers it, turn it on. Stops users from just bouncing links to whoever.
Reality check: No system stops someone from screenshotting or copying info. Permissions are about setting reasonable barriers, not absolute locks.
Step 5: Review and Audit Regularly
Setting permissions isn’t a “set it and forget it” deal. People leave companies, projects end, and partners change. Here’s how to keep things tight:
- Schedule periodic reviews: Once a quarter is a good rule of thumb for B2B sharing.
- Check active users: Remove folks who’ve left partner orgs or changed roles.
- Look at access logs: Relayto offers basic audit trails. See who viewed or downloaded what, and spot odd behavior.
What to ignore: Don’t get bogged down reading every access log entry. Focus on anomalies—like someone outside a partner org trying to download everything at 2 a.m.
Step 6: Train Your Team (and Your Partners, If Needed)
Even the best setup falls apart if people don’t follow the rules. Don’t assume everyone “gets it”:
- Quick walkthroughs: Show team members how to share docs the right way.
- Highlight do’s and don’ts: Like never using “public” links for confidential content.
- Make help easy to find: A short FAQ or cheat sheet beats a 40-page manual.
Pro tip: Keep communication open with partners. If they’re having trouble accessing docs, fix the permissions—don’t just send them the file by email.
Step 7: Stay Sane with Templates and Automation
If you’re sharing the same types of docs with lots of partners, don’t reinvent the wheel every time:
- Permission templates: Set up default roles/groups for new clients or projects.
- Automate onboarding: Use Relayto’s integrations (if you trust them) to automatically assign permissions when a new partner is added.
- Bulk actions: Don’t waste time updating permissions one document at a time—use batch tools.
What works: Automation for repetitive tasks. Less room for human error.
What doesn’t: Blindly trusting automation. Double-check before rolling out new rules to hundreds of docs.
What About Watermarking and Document Tracking?
Relayto offers watermarking and tracking features. Here’s the honest deal:
- Watermarking: Good deterrent, but not foolproof. It’s more about discouraging casual leaks than stopping determined ones.
- Tracking: Useful if you need to prove who saw what and when. But don’t obsess over every view—focus on the big picture.
Ignore: Marketing claims about “unbreakable” security. If it can be viewed, it can be copied. Your goal is to make leaks unlikely, not impossible.
Quick Checklist: Setting Up Secure Sharing in Relayto
- [ ] Know what you’re sharing (and with whom)
- [ ] Structure workspaces and folders logically
- [ ] Set restrictive default permissions
- [ ] Share using email, domain, or groups as appropriate
- [ ] Use expiring links and passwords for sensitive docs
- [ ] Review and audit regularly
- [ ] Train your team and partners
- [ ] Use templates and automation for repeat tasks
Keep It Simple—And Keep Adjusting
You don’t need a PhD in document security to keep your B2B sharing under control. Be thoughtful up front, keep permissions as simple as possible, and tweak as you go. The more you automate and template, the less you’ll have to scramble when something changes.
Remember: The goal isn’t perfection. It’s making sure the right people have the right access—no more, no less. Keep iterating, and don’t be afraid to lock things down until you’re sure you need to open them up.