Document permissions and sharing

There is no public link

Pertavo does not produce a link that works for whoever holds it. Every time a file is opened, the portal checks who is asking and which firm they belong to before sending any of it. A document URL pasted into an email to somebody outside your firm is simply refused.

That is deliberate, and it is the reason the portal exists rather than an email attachment. It also means sharing is always done by naming a person inside the portal.

The three levels

When you share a document you choose one of:

• View — they can open and read it.
• Download — they can also save their own copy.
• Edit — they can change it, including annotating a PDF.

Give the lowest level that lets the person do the job. View is enough for anything a client only has to read; download is for the copy they need to keep.

Sharing one document

Open the document’s actions from its row in Documents, choose to share it, pick the person, pick the level. They see it the next time they load the portal, and get a notification if they have those switched on.

Sharing a set of documents

Do it with a folder instead. Share the folder once and everything inside it follows, including what you add later. See Organizing with folders.

Taking access away

Remove the share the same way you added it. Access stops at once. What you cannot take back is a copy somebody has already downloaded — which is the real reason to be careful with Download rather than with View.

Who could already see it

Roles come first: a CPA or admin at your firm can already reach the firm’s documents without being shared anything. Sharing is for widening access to a client or narrowing it to a particular colleague, not for keeping things from your own partners. See Understanding user roles and permissions.