Email attachments sit in inboxes forever and can be forwarded to anyone. A share link works differently. You decide how long it lasts, whether it needs a password, and whether people can download the file or only view it. You can see when the link was opened and turn it off whenever you like. The file is stored encrypted, and the key lives only in the link, so our server can't open it on its own.
How to use Share PDF Link
- Add the PDF you want to share.
- Choose when the link should expire, up to 7 days from now.
- Add a password if you like, and choose whether people can download the file.
- Select Create Link, then copy the link and send it.
- Keep the manage link. It shows the access history and lets you turn the link off.
How the link keeps your file private
- Encrypted with a key that isn't stored: When you create a link, your PDF is encrypted with AES-256 using a new random key. The encrypted file is saved on the server, but the key isn't.
- The key lives in the link: It goes into the part of the link after the # sign, which browsers don't send to a server when they load a page. So anyone with the full link can open the file, and nobody can open it without the link.
- Adding a password: If you add a password, a viewer needs both. Send the password a different way from the link, for example by text message, so one leaked message isn't enough.
Expiry, view only and turning a link off
- Every link expires: Every link has an end date and time, from one hour to seven days away. When that time comes, the file is deleted.
- Turning it off early: You can also turn the link off early from the manage page, and the file is deleted straight away.
- View only by default: By default, people can only view the file: pages are shown as images in their browser and the PDF itself is never sent to them. Tick the download option if they need the original.
- What view only can't stop: View only removes the download button, but it can't stop someone taking screenshots, so don't treat it as a lock.
Seeing who opened the link
- What the manage page lists: The manage page lists each time the file was opened or downloaded, plus any wrong password attempts. For each one, you see the time, the browser and system, and a shortened network address.
- A rough clue, not an identity: The last part of the address is hidden, so it's a rough clue instead of a way to identify someone.
- How long history is kept: The history is deleted one day after the link ends.
- Keep the manage link private: Keep the manage link to yourself, because anyone who has it can read the history and turn the link off.
When a link beats an attachment
- Good reasons for a link: A link is a good choice when the file is private, when it's too big for email, or when it should stop working after a deadline, like a quote that's valid for a week.
- When to send the file: For documents people need to keep, like a signed contract, send the file itself.
- Remove what shouldn't be seen: Before sharing, remove anything the reader shouldn't see with Redact PDF and Remove Metadata.
- If the file came from someone else, clean it first with PDF Sanitizer.
When people use Share PDF Link
Sending a quote with a deadline
Share a price quote that stops opening on the day the offer ends.
Sharing private records
Send a bank statement or medical letter with a password and a short expiry.
Getting feedback on a draft
Let people read a draft without downloading it, and see who has opened it so far.
Limitations to know
Links last up to 7 days and work with PDFs up to 25 MB and 300 pages. Files that already have a PDF password must be unlocked first. View only can't stop screenshots. A lost link can't be recovered, because the key isn't stored anywhere on the server.
Share PDF Link: common questions
Can VelloDoc read my shared file?
The file is stored encrypted, and the key is only in the link, which we don't save. While someone views the file, the server uses the key sent by their browser to draw the pages, then forgets it.
What happens when the link expires?
The file is deleted from the server within a few minutes, and anyone opening the link sees a message saying it has expired. The access history is deleted a day later.
I lost the link. Can you send it again?
No. We don't keep the key, so a lost link can't be recovered. If you still have the manage link, turn the old link off there, then create a new one.
Can people download the file?
Only if you tick the download option. Otherwise they can view the pages in their browser, and the PDF file itself is never sent to them.
How big can the file be?
Up to 25 MB and 300 pages. PDFs that already have a password need to be unlocked first; you can add a link password instead.