How to share files with clients: methods compared and steps to follow
The most practical way to share files with clients is to send a link to a folder or a document, with a password and an expiry date, instead of attaching files to an email. The client always opens the up-to-date version, and you can remove access whenever you like. Here are the most common methods and how to choose.
The most common methods
Email with an attachment
It is the simplest method, but it only works for a few light files. Once sent, the file is no longer under your control, and every correction means sending it again.
A link to a file or a folder
You send an address instead of the file. You decide who can open it, for how long, and whether they can download or upload documents. There are no attachment limits and, if you update the file, the client sees the new version.
The client portal
Each client has a space with their own documents. It is useful when the exchange is ongoing, for example with a professional firm or on a long project. It takes a little more organisation at the start, but saves you from hunting for documents among your emails.
How to choose
| Situation | Suitable method |
|---|---|
| One light document, one-off | Email with an attachment or a link |
| Heavy files or several documents | Link to a folder |
| Confidential documents | Link with password and expiry |
| You need to receive documents from the client | Link with an upload request |
| Ongoing exchange with the same client | Client portal or dedicated folder |
The steps to do it well
- Prepare one folder per client, so documents don’t get mixed up.
- Choose what the client can do: view, download, upload or edit.
- Add the protections you need: password and expiry for confidential documents.
- Send the link through the right channel, and the password separately if the content is sensitive.
- Check who has opened the document, if your tool allows it.
- Close access when the work is done: a forgotten link remains an open door.
The most common mistakes
- Sending several versions of the same file: nobody knows which one is the right one any more.
- Using personal accounts for work files: when someone leaves, the documents leave with them.
- Leaving links without an expiry date: after a few months nobody remembers who can still open them.
- Asking for documents by email: they get lost among the messages and arrive in different formats.
Sharing files with Files
Files is the Italian cloud for companies. On the page about sharing files with clients you can see how links with password and expiry work, how to request documents, and the log of who opened what. The page your client opens carries your logo, and no Kamzan account is needed.
To organise your documents before sharing them, read how the Files archive works.
Alex