If you’re here, you’re probably the unofficial “content wrangler” on your sales or marketing team—meaning, you’re the one who actually gets things uploaded, organized, and in front of sellers (instead of just talking about it). You want your reps using the right assets, not rummaging through dusty old folders. Bigtincan can help with that—but only if you know how to use it without getting lost in the weeds.
This guide will walk you through uploading and sharing sales collateral in Bigtincan, step by step. I’ll call out what works well, what’s likely to trip you up, and what you can safely ignore. No fluff, no hand-waving—just what you need to get it done.
Step 1: Get the Access You Actually Need
Before you start uploading anything, make sure you have the right permissions in Bigtincan. Not everyone gets upload rights out of the box—admins decide who can do what.
- Check your role: If you don’t see an “Upload” button or menu, you might not have permission.
- Ask early: Don’t wait until you’ve organized all your files—confirm your access up front.
- If you’re not an admin: Find out who is. They can either give you upload rights or upload for you (but that rarely works well long-term).
Pro tip: If you keep hitting permission walls, ask your admin to show you how to check or request access yourself. Saves a lot of back-and-forth.
Step 2: Prep Your Files First (Trust Me on This)
Nothing slows you down like uploading a mess. Give your files a little love before they hit Bigtincan.
- Rename files logically: “Q2-2024-Product-OnePager.pdf” beats “final_final_v2.pdf” every time.
- Check file formats: Bigtincan handles PDFs, PPTs, Word docs, images, and videos, but weird or proprietary formats might not work.
- Keep file sizes reasonable: Giant videos can choke the system or take ages to upload. Compress if you can.
What not to worry about: fancy metadata or tagging at this stage. You can add tags and descriptions in Bigtincan after you upload.
Step 3: Log In and Find the Right Spot
Bigtincan isn’t just a big dumping ground—where you put things matters.
- Log in to Bigtincan: Use your company’s link or the mobile app.
- Head to "Content" or "Files": The name varies, but it’s where all the collateral lives.
- Navigate to the right folder or channel: If your org uses “channels,” think of them as smart folders for different teams, products, or use cases.
- Don’t see the right place? You might need to create a new folder or ask your admin to do it.
What works: Keeping things organized from the start, even if it feels slower. Trust me, your future self will thank you.
Step 4: Upload Your Files
Now for the main event—getting your collateral into Bigtincan.
- Click the “Upload” button: Usually at the top of the folder or channel you’re in.
- Select your files: You can drag and drop, or use the file browser.
- Add details as you go:
- Title: Clear and descriptive. Don’t just use the filename.
- Description: What is this? Who should use it? A sentence or two is enough.
- Tags: Add keywords or topics (e.g., “case study,” “product X,” “Q2 2024”).
- Thumbnail (optional): For videos or presentations, a good thumbnail helps.
- Set permissions/visibility: Decide who can see or edit the file. Usually, you’ll pick a team, role, or channel.
What doesn’t work: Uploading everything into one “General” folder. That’s how chaos starts.
Pro tip: If you have a lot of files, batch uploads work—but be ready to spend extra time adding details. Bigtincan doesn’t always guess the right titles or tags.
Step 5: Double-Check and Save
Don’t just assume your upload worked.
- Preview your files: Open them in Bigtincan—make sure they display right (especially for PowerPoints and videos, which sometimes lose formatting).
- Check who can see them: Use the “View as” feature or ask a teammate to confirm.
- Fix mistakes now: It’s much easier to tweak titles, tags, or permissions right after upload than six months later.
What to ignore: If there’s a “review” or “approval” workflow and your team never actually uses it, skip it for now. You can always add complexity later.
Step 6: Share Your Collateral
Uploading is just half the job—now you want people to actually find and use the stuff.
Option 1: Share Direct Links
- Find the file in Bigtincan.
- Click “Share” or “Copy Link”: You’ll get a unique URL.
- Send via email, chat, or CRM: Works great for one-off shares.
What works: Direct links are quick and trackable. You’ll know who clicked, if your org has tracking enabled.
Option 2: Share in Bigtincan Channels
- Post to a channel: If your team lives in Bigtincan, post a message or announcement with the collateral link.
- Pin important files: Some channels let you “pin” or “feature” top assets.
What doesn’t work: Spamming every channel with every new file. People tune out. Share only where it’s relevant.
Option 3: Embed or Integrate
- CRM or email integration: Some setups let you link or embed Bigtincan assets directly in Salesforce, Outlook, etc.
- Check with IT or your admin: Not all orgs have these integrations turned on.
Pro tip: If you’re sharing with customers, check if your Bigtincan setup allows for external sharing. Not every company does. Don’t promise what you can’t deliver.
Step 7: Keep Things Tidy (or: Don’t Let It Become a Dumpster Fire)
A little maintenance goes a long way.
- Archive old stuff: Out-of-date collateral just confuses people. Bigtincan lets you archive or hide files, so do it regularly.
- Review analytics (if you care): See what’s actually being used. Kill or update anything getting zero views.
- Ask for feedback: If reps can’t find what they need, ask what’s missing—or just watch what links they keep requesting.
What to ignore: Over-engineering your folder structure. No one wants to click through six nested folders. Two levels deep is usually plenty.
Honest Takes: What Works, What Doesn’t
- Bigtincan’s search is decent—but only if you use good titles, tags, and descriptions.
- Batch uploads save time—but you’ll pay for it later if you skip adding details.
- Approval workflows sound nice—but most teams ignore them unless it’s a regulated environment.
- Mobile app is handy—but uploading big files from your phone is painful. Use desktop for heavy lifting.
Final Thoughts: Keep It Simple, Iterate as You Go
Don’t overthink your first upload. Get your core collateral in, share it, and see what questions come back. You can always tweak organization, tags, or permissions later. The key is making sure your team can actually find and use the right stuff—everything else is secondary.
If something isn’t working, don’t be afraid to ask your admin or poke around the help docs. The real trick is just starting, keeping things tidy, and not letting “perfect” get in the way of “done.”