Passwords and expiry dates
Protect external shares with basic safeguards that are easy for reviewers to understand and test.
Security
Shared link security
Share approved results outside your team without handing over the whole record. Polytrace supports passwords, expiry dates, download controls, viewer limits, and access logs for external review.
Highlights
Core capabilities
Download controls
Limit whether a shared result can be downloaded or carried away as another copy.
Viewer limits
Keep an outside viewer on the approved result instead of letting them roam into the full record history.
Access logs
Review who used the link and when so external sharing remains accountable.
Controls
Share controls
Password protection
Require a password before the link can be opened.
Time limits
Set an expiry date so access does not remain open indefinitely.
Download restrictions
Limit whether a viewer can download the shared material.
Source-record limits
Keep a viewer on the approved result without opening the raw message or file behind it.
Use cases
External use cases
- Outside counsel needs a limited record set for one matter.
- A customer or partner needs a short-lived view into approved results.
- An adviser needs access for a review window without joining the main workspace.
- A team needs to update the shared output over time without losing control of access.
01
What stays protected in a shared link
A shared link needs clear boundaries from the moment it is opened. Teams should be able to control who can use it, how long it stays active, whether downloads are allowed, and whether the viewer can move beyond the approved result.
That matters whenever information leaves the main workspace for outside counsel, customers, partners, auditors, or advisers. Polytrace is designed to make external review easier to control than a forwarded attachment or copied spreadsheet.
02
How Polytrace keeps a shared link scoped
Polytrace lets teams protect shared links with passwords, expiry dates, audience rules, and download limits. Access is handled on a separate sharing surface, which helps keep external review distinct from the main team workspace.
Teams can also decide how deep a viewer may go. A link can stay focused on the approved result, table, or shared record view without letting the outside viewer open the underlying raw message or file.
03
Why that matters in day-to-day use
External review often needs to move quickly, but it still needs boundaries. A client may need a clear answer table. Outside counsel may need a limited record set. An adviser may need temporary access for a single review window. Polytrace makes those handoffs easier to control without turning them into permanent copies that no one can track.
That is especially useful when the same matter moves between internal review and outside review more than once. Teams can update the shared output, adjust access, and keep a record of who used the link.
04
What to test before external sharing
Before a team shares real material, it should confirm password behavior, expiry settings, download controls, whether viewers can open the underlying source record, and what appears in the access log.
Related pages
Go deeper from here
Use the closest product, workflow, or security page to continue the evaluation.
Share controlled outputs
See how Polytrace gives each audience the right view of a record without sending the full thread or file set.
Open pageAccess controls
Review how Polytrace limits who can open sources, collections, shared results, and downloads.
Open pageFor legal and compliance teams
See how legal and compliance teams use Polytrace for controlled sharing, traceability, and review.
Open pageFAQ
Common questions
Can a team share the result without exposing the raw record?
Yes. Polytrace can keep the link focused on the approved result without letting the outside viewer drill into the raw source record behind it.
Are shared links time-limited?
Yes. Teams can set expiry dates so access ends when the review window closes.
Can downloads be restricted?
Yes. Polytrace supports download controls so teams can decide whether an outside viewer may take away a copy.
What is recorded after someone uses a link?
Access logs help teams review who used the link and when, which makes external sharing easier to monitor later.
Next step
Test a shared link with an external reviewer
The fastest way to assess this page is to open a real shared result, then confirm the password, expiry, and drill-down limits.