In SharpLaunch, you can set permissions for the document portal of each property depending on streamlined or how detailed your vetting process is. You can organize files by folders and set permissions for each folder.
How to Change Folder Access Permissions (Public vs. Private)
Public folder
Any user that has registered can access your public folders and download the files within the folder.
Private folder
Only specific leads or stages that you have provided access to can access private folders and the contents inside. All other users will see a folder that is “locked”.
- Locate the “Documents” menu button on the left sidebar
- Select a property from the header menu and click on the ellipsis for the folder you’d like to update, and then click “Permissions”
- The default setting is Public. If you’d like to change the folder to Private, enable the toggle button
- From here, you can give access to a whole stage of leads or only specific leads by checking the box next to the user
- Once you have selected the leads, click “Save”. Those leads will receive an email notification stating they have been invited to this private folder
Removing Document Portal Access for Individual Leads
- Locate the “Leads” menu button on the left sidebar and search for the lead you wish to edit access for, then click the lead:
2. Click “Access & Permissions > uncheck the “Give Access” checkbox > click “Apply”
You can follow the same steps and check the box to “Give Access” to restore access if you wish to give access to the same lead in the future, or manually grant access to another lead in SharpLaunch.
Frequently Asked Questions
Q: Do I have to make my folders private for leads to access documents?
No. Folders are Public by default, so any lead who registers on your document portal can open and download them. Make a folder Private only when you want to approve each lead (or stage) before they see the files, for example due diligence materials.
Q: Where does the document portal appear on my property website?
When the login button is turned on, it shows in the website’s top header menu. To turn it on, go to Documents > select the property > Settings > Login Button, turn on the toggle, and click Save. The button says “Member Login” by default, and you can rename it (e.g. “Investor Login” or “Download OM”).
Q: Can I send a link to the document portal?
Yes. You can send users to the property URL followed by /signup. For example, if your property is https://www.mycompanwebsite.com/properties/123-main-street, then the link would be https://www.mycompanwebsite.com/properties/123-main-street/signup.
Q: Do I need to add a module to my website to show the document portal?
No module is needed for the portal itself. Turning on the Login Button in Documents > Settings is enough. The Downloads module is separate. It shows selected files, like flyers, directly on the website.
Q: How do I approve a lead who has requested access?
Open Documents > select the property > click the ellipsis (⋯) on the private folder > Permissions. Check the box next to the lead (or give access to their whole stage) and click Save. The lead gets an email saying they’ve been invited to the folder. [VERIFY: is there also an “Approve” action on the lead record or in notifications?]
Q: How do I require a signed confidentiality agreement (CA) before granting access?
Leads must register on the document portal and accept your CA before they can enter. Once a lead signs, property admins receive an email with a timestamp and a link to the agreement. Review it, then give the lead access to your private folders as described above.
Q: Where can I find signed CAs and their signature timestamps?
There are three places: the email sent to admins when the CA is signed, the lead’s Contact Record (shows the timestamp and IP address), and the Marketing Dashboard (shows execution details).
Q: Can I send someone a link to locked files?
You can share your document portal link, but people who haven’t been approved will see private folders with a lock icon. They’ll see a disclaimer message and can’t open the files until you give them access. To share with a specific person, make sure they’ve registered, then give them access in the folder’s Permissions.
Q: Can I block a lead from accessing my documents completely?
You can’t block a specific person or IP address. Instead, keep sensitive folders Private and give access only to approved leads or stages. To remove an existing lead’s access, go to Leads > select the lead > Access & Permissions > uncheck Give Access > Apply.
Q: Is my document portal login the same as my SharpLaunch admin login?
No. Your admin account is for managing SharpLaunch. The document portal login is for leads and clients viewing your files. If you need to reset your admin password, use Forgot password on the SharpLaunch admin sign-in page, not the portal.
Q: Will leads be notified when I add new documents?
Yes, leads will receive an automated email notification when new documents are uploaded, provided the files are added to a private folder they have permission to access.