CRM Settings

Enhanced Document Privacy & Access Controls

Securely share files from contact records with configurable link types, expiration dates, download permissions, and access history tracking.
What You'll Learn

This guide explains how to use enhanced document privacy controls to share files from the Documents panel on the Contact Detail Page with greater security and flexibility.

You'll learn the four link types available (public, private, one-time passcode, and password-protected), how to configure expiration and download settings, and how to review access history for improved auditing and compliance.

Labs Feature

Enhanced Document Privacy & Access Controls is currently available through Labs. Features in Labs may evolve based on user feedback. If you don't see this feature in your account, ask an administrator to check Labs settings and enable it where available.

1

What is Enhanced Document Privacy & Access Controls?

Enhanced Document Privacy & Access Controls upgrades how you share documents stored in a contact's Documents panel on the Contact Detail Page. Instead of every file generating a link that anyone with the URL can access, you can now create configurable share links with different security levels, expiration dates, and download permissions.

With this feature, new links default to private access, and you explicitly choose when a link should be public, verified by email, or password-protected. You also gain visibility into who accessed each document and when, supporting audits and internal reviews.

The feature applies to files in the contact record's Documents panel, giving you fine-grained control over sensitive information while keeping everyday document sharing simple and secure.

2

Key Benefits

Enhanced document controls protect your contacts and your team while keeping everyday workflows simple. These benefits focus on how the feature improves real-world document sharing:

Stronger security for contact files — Choose between private, one-time passcode, password-protected, or public links based on the sensitivity of the document.
Better alignment with policies & compliance — Match sharing behavior to your internal data handling rules and industry requirements, instead of relying on a single link type.
Clearer auditability & accountability — View document details and access history so teams can quickly answer "who accessed this and when."
Reduced risk of oversharing — Links are private by default, limiting unexpected exposure when someone copies a URL into chat, email, or tickets.
Flexible contact experience — Let internal teams use private links, while contacts and external partners get OTP- or password-protected links that don't require a LeadConnector login.
3

Link Expiration & Download Controls

Expiration dates and download permissions add fine-grained control over how long a link stays active and what recipients can do with the file. Used together, they significantly reduce the risk of documents lingering in inboxes or being downloaded inappropriately.

Control 1
Link Expiration

Set a specific date when the link should stop working. Ideal for time-boxed offers, sensitive reports, or compliance-driven data retention policies.

Control 2
Download Permissions

Choose whether recipients can download the file for their records or restrict access to view-only (where supported). This helps keep copies under tighter control.

Best Practice

Combine shorter expiration windows and restricted downloads for documents that carry the most risk if leaked.

4

Document Details & Access History

Document details and access history give you visibility into how each file is being shared and interacted with. This is especially helpful for audits, internal reviews, and troubleshooting questions like "Did the contact open this yet?"

From the document's details view, you can:

  • See the link type (public, private, OTP, password-protected) and whether downloads are allowed.
  • Confirm expiration settings and when the file was last updated.
  • Review access history, such as when links were opened and by whom (where available), giving you an at-a-glance audit trail for that document.

Combined with activity tracking and message history, this gives teams a much fuller picture of contact engagement around key documents.

5

How to Set Up Enhanced Document Privacy & Access Controls

Setting up this feature has two main parts: enabling it through Labs (where available) and then using the new controls while sharing documents from the contact record. A careful setup ensures your links default to the correct privacy level and your team knows which option to choose in each scenario.

Step 1
Enable the Feature in Labs (Where Available)
  1. Sign in with an administrator account that can access Settings and Labs.
  2. Navigate to Settings → Labs.
  3. Locate the feature card named similar to "Enhanced document privacy & access controls" or referencing document link controls for contacts.
  4. Toggle the feature ON. If the card supports assignment, select the locations that should get access, then save.
  5. Refresh your Contact Detail Page and confirm that the new sharing options appear when you share a document from the Documents panel.
Step 2
Open the Contact's Documents Panel
  1. Go to Contacts and open any contact record.
  2. In the right panel, click the Documents tab to view files associated with that contact.
Step 3
Choose a Document to Share
  1. Locate the file you want to share in the contact's Documents list.
  2. Click the more actions menu (often shown as three dots) or a Share icon next to the file name.
  3. Choose Share / Get link (exact wording may vary as Labs evolves).
Step 4
Configure the Link Type

In the share dialog, select one of the available access types:

  • Public link – Anyone with the URL can view (respecting your download and expiry settings).
  • Private link – Only authorized LeadConnector users can access.
  • One-time passcode link – Recipients must confirm access through a code sent to the contact's primary email.
  • Password-protected link – Requires a passcode that you define.

Confirm that the access type matches the sensitivity of the document and your internal policies.

Step 5
Set Expiration and Download Options
  1. Set an expiration date (optional but recommended): Pick the date when this link should no longer be accessible.
  2. Choose download permissions: Enable Allow downloads if recipients should save a copy, or disable it to keep access as view-only where supported.
  3. Review the summary of your chosen settings before finalizing.
Step 6
Copy and Send the Link
  1. Click Create or Generate link (wording may vary).
  2. Use the Copy link button to copy the URL to your clipboard.
  3. Paste and send the link via your preferred channel (email, SMS, WhatsApp, client portal message, etc.), following your security practices — for example, sharing passwords or sensitive details via a separate channel.
Step 7
Review Document Details & Access History (Optional)
  1. Return to the contact's Documents panel.
  2. Open Document details for the shared file (e.g., via a details icon or more options menu).
  3. Review link type and expiration, download settings, and access history where available (e.g., last accessed timestamps).

Use this view to confirm that settings are correct and to support internal reviews or contact inquiries.

6

Frequently Asked Questions

Q: Do recipients need a LeadConnector login to open these links?
It depends on the link type. Private links require a logged-in LeadConnector user with appropriate permissions. Public, one-time passcode, and password-protected links can be opened by external recipients without a LeadConnector account, subject to the verification you configure.
Q: Is this feature available to all accounts or only through Labs?
Enhanced Document Privacy & Access Controls is an In Labs feature. Availability depends on your plan and whether an administrator has made it visible and enabled for your location in Labs.
Q: What happens to older document URLs once this feature is enabled?
Labs behavior may vary as the feature evolves, but new share actions will use the enhanced controls and default to private access unless you choose otherwise. For highly sensitive files that previously relied on public-style URLs, generate new links with stricter controls and stop using any legacy links that no longer meet your security standards.
Q: Can I see who accessed a document and when?
Yes. The document details and access history view provides improved visibility into how each file is being used and when access has occurred, helping teams support audits and investigations more easily.
Q: Can I control which team members are allowed to generate public links?
Link creation follows your existing permissions for accessing the contact and its Documents panel. To reduce risk, limit document access to trusted roles and provide guidance on when it's appropriate to use public versus more secure link types. Additional per-role link restrictions may be introduced over time as the feature matures.
Q: Will these controls also apply to documents stored in custom fields or notes?
Not yet. Today, Enhanced Document Privacy & Access Controls apply to files in the contact record's Documents panel. The product team plans to extend the same privacy and access controls to document attachments in notes and custom fields in a future phase.
Q: Can I still sync message attachments into the Documents panel and then secure them with these controls?
Yes. Attachments from channels like Email, SMS, Instagram, Facebook, and WhatsApp can be added to the contact's Documents area (for example, using "Add to Documents"), and once stored there, they can benefit from the same privacy and access controls when shared.

Need Help?

If you have questions about configuring document privacy or encounter issues while using these controls, here's what to do:

  • Check Settings → Labs to confirm the feature is enabled for your location.
  • Review your contact permissions to ensure you have access to the Documents panel.
  • Verify that document sharing settings match your internal security policies before sending links.
  • Use the document details view to audit access history and confirm link configurations.