If you’re reading this, you’ve probably been told your company needs to share data with partners—but you also don’t want to risk leaking sensitive info. Maybe you’re using Reveal to handle that data sharing. This guide is for you: the person who actually has to make it work, keep it secure, and answer angry emails when something goes sideways.
Here’s how to set up Reveal’s data sharing rules so you get the benefits—without the late-night “whoops” moments. I’ll walk you through each step, point out what to watch for, and call out the stuff that just doesn’t matter in practice.
Step 1: Get Clear on What You Actually Need to Share
Don’t start clicking around in Reveal yet. First, figure out what actually needs to be shared.
- List out the data points: Are you sharing leads, accounts, deal stages, pipeline values, or something else?
- Define sensitivity: Mark anything that’s confidential or “internal only.” If you wouldn’t send it to a competitor, don’t share it by default.
- Know your partners: Are all partners equal? Or do some get access to more data than others?
Pro tip: Most security headaches start when people share “just in case.” Don’t do that. Share the minimum needed, and you’ll have fewer regrets.
Step 2: Map Out Your Partner Segments
In Reveal, you’ll set rules based on which partners get access to what. But if you try to set up rules partner by partner, you’ll drown in exceptions.
- Group partners into buckets: For example, “Resellers,” “Tech Integrators,” “Strategic Partners,” etc.
- Decide access levels per group: Maybe resellers can see account overlap, but only strategic partners can see deal values.
- Document this somewhere: Seriously—write it down before you start clicking. It’ll save you time when you have to explain your setup later.
What works: Keeping it simple. The more groups, the more work (and risk) you’re taking on.
Step 3: Review Your Data in Reveal
Now, log in to Reveal and look at what’s currently being shared.
- Check existing sharing settings: Go to “Data Sharing” or similar in the sidebar.
- Audit your connections: Who has access? What data are they seeing right now?
- Look for surprises: Old connections, test accounts, or partners who left but still have access? Remove them.
Ignore: Fancy dashboards about “potential overlap” unless you actually use them. Focus on what’s being shared, not what could be shared.
Step 4: Set Up Data Sharing Rules
Now you’re ready to build real rules. Here’s how:
A. Define Your Default Sharing Rule
Most companies don’t need to share everything with everyone. Set a restrictive default.
- Set default sharing to “off” or “minimal”: This means new partners see nothing unless you say otherwise.
- Choose what data types can be shared by default: E.g., only account names, not contacts or deal amounts.
B. Create Group-Based Rules
Use those partner buckets from Step 2.
- For each group, create a rule: E.g., “Resellers get account overlap only.”
- Set conditions: If you want to share only accounts in certain regions or industries, set these filters now.
- Double-check permissions: Make sure no group has more access than they need. It’s easy to accidentally give “View All Data” if you’re in a rush.
C. Handle Exceptions Carefully
You will get requests like “Can you let Partner X see our pipeline for just this one account?” Don’t make a habit of these.
- Use one-off rules sparingly: Each exception is a risk.
- Document exceptions: If you must do it, keep a list of all custom shares.
What doesn’t work: Letting sales or account managers set rules on their own. Centralize this, or your “secure” setup will turn into the Wild West.
Step 5: Limit Data Granularity
Reveal lets you decide how much detail to share. Err on the side of less.
- Share only what’s necessary: If you only need to show that an account exists, don’t share contact names or deal stages.
- Mask sensitive fields: Use Reveal’s field selection to exclude revenue numbers, emails, or other sensitive data.
- Regularly review what’s visible: Check a partner’s view (using a test account if possible) to be sure you’re not leaking more than you think.
Pro tip: Some partners will push for more data “to help collaborate.” Hold your ground unless there’s a real business need.
Step 6: Enable Auditing and Alerts
You can’t secure what you don’t monitor.
- Turn on audit logs: Reveal should offer logs of who accessed what and when.
- Set up notifications for changes: If someone changes a sharing rule, you want to know about it.
- Review logs monthly: This doesn’t have to be a deep dive. Just look for anything weird—like a partner suddenly accessing a ton of data.
What works: Assigning someone to own this process. If it’s “everyone’s job,” it’s nobody’s job.
Step 7: Train Your Team (and Partners)
Human error is your biggest risk.
- Run a quick internal session: Show your sales/partnerships team how sharing rules work, and why they matter.
- Create a simple policy: “We share X with Y partners. Anything else needs approval.”
- Let partners know your rules: Don’t be shy about saying “We don’t share pipeline data.” Most partners will respect clear boundaries.
Ignore: Overly complex written policies nobody reads. A 1-pager is better than a 10-page PDF.
Step 8: Test Your Setup—Don’t Assume
Always test before you go live.
- Use a dummy partner account: Send yourself a test invite, or ask a trusted partner to help check what’s visible.
- Try to “break” your own rules: Can you see something you shouldn’t? If so, fix it before someone else notices.
- Ask for feedback: Sometimes partners spot things you miss.
What works: Building testing into your process, not treating it as a one-time checklist.
Step 9: Review and Update Regularly
Data sharing isn’t “set it and forget it.”
- Schedule reviews: Every 3-6 months, check your rules and partner list.
- Remove old partners: If someone hasn’t interacted in months, cut their access.
- Update as your business changes: New products, new territories, new sensitivities—adjust sharing rules accordingly.
Pro tip: Calendar reminders work better than relying on memory.
A Few Things to Ignore
There’s a lot of noise out there. Here’s what you can safely ignore:
- “Advanced” automation you don’t understand: If you can’t explain what a rule does, don’t use it.
- Pressure from partners to “open up everything”: Your data, your rules.
- Overly broad permissions templates: Start narrow, open up only as needed.
Keep It Tight, Keep It Simple
Setting up secure data sharing in Reveal isn’t rocket science, but it does take discipline. The basics—share less, document more, and check your work—will get you most of the way. Don’t get sucked into features you don’t need or rules you can’t explain.
Start small, review often, and iterate as you go. You’ll sleep better, and your data will stay where it belongs.