When you’re working with clients, partners, and vendors, files move across company boundaries every day—contracts, proposals, designs, reports, data exports. That’s where most leaks happen: in the handoff. The good news? With a few simple habits and the right tool, you can move fast without losing control.

This guide shows how to share files between organizations safely, with clear steps your team can follow today.

The risks to watch (and how to neutralize them)

Endless copies via email
- Attachments get forwarded, archived, and backed up forever. Prefer a single link that expires.
Wrong recipients
- Mistyped addresses or reused threads are common. Use passcodes and short expiries so a misplaced link isn’t a disaster.
Stale versions
- Teams download a draft and keep using it. Share only the approved package and retire the link automatically.
Oversharing
- Shared drives expose more than needed. Hand off the minimum set via a single, time‑boxed link.

The four principles of safe cross‑company sharing

Least privilege
- Only the specific files they need, nothing more.
Time‑bounded access
- Short expiries (24–72 hours) by default; extend only on request.
Controlled distribution
- Limit total downloads (e.g., 1–3) and revoke links when recipients change.
Verifiable integrity
- Share the file hash so everyone can confirm they’re using the right copy.

Email attachments vs. secure links

Attachments are convenient but risky: many copies, size limits, and no recall. Secure links fix that: one authoritative copy, protected by a passcode, that disappears on schedule. Comfyfile was built exactly for this handoff layer.

With Comfyfile you can:

Add a passcode per link and send it via a separate channel
Set an expiry (hours or days) so links clean themselves up
Restrict total downloads to keep distribution tight
Upload up to 4GB per package, perfect for design sets and data exports

A simple, safe workflow (5 minutes)

Package your files
- Zip related items and include a short README with contents and contact info.
Upload to Comfyfile
- Drag and drop your zip (up to 4GB). Add a descriptive note (project, version, date).
Set guardrails
- Strong passcode, 24–72h expiry, and a 1–3 download limit.
Share cleanly
- Send the link via email or chat; share the passcode separately (SMS/call/DM).
Verify and close
- Include the SHA‑256 hash in your message. When the recipient confirms download, let the link expire.

Why this works:

One link = one authoritative copy
Passcode + expiry + download limit reduce blast radius
Hash verification prevents silent corruption or wrong versions

Onboarding contractors and vendors

Assign one link per vendor and rotate the passcode when people change
Share only the deliverables they need—not your whole drive
Use short expiries and regenerate links for each milestone
For larger engagements, keep a simple index sheet in the zip and thread the approvals in email/PM

Handling very large or frequent transfers

Break huge deliveries into logical sets (Design‑R1, Design‑R2) with separate links
Use 72‑hour expiries for big reviews; drop back to 24 hours after sign‑off
Keep long‑term storage in your own drive or DMS; use Comfyfile just for the external handoff

Compliance tips for regulated teams

Document your handoff policy (passcodes, expiries, hashing)
Avoid embedding sensitive data in email bodies or subject lines
Strip metadata from docs and images before sharing
Keep a minimal audit trail: link created, access count, and when it expired

FAQ

Do recipients need accounts?

No. Anyone with the link (and passcode, if set) can download—no portal onboarding.

What happens when a link expires or hits the download limit?

Access stops. Create a fresh link if the recipient needs more time and rotate the passcode.

Can I share multiple files at once?

Yes. Zip them—recipients get one clean download and you avoid missing items.

Is this better than a shared drive for partners?

For short‑lived handoffs, yes. Shared drives are better for ongoing co‑authoring. Use Comfyfile to ship approved packages externally.

Safe cross‑company sharing is a habit, not heavy IT. Package the right files, protect the link, verify the download, and let it expire. You’ll move faster—and sleep better—on every client handoff.

How to Share Files Between Different Companies Safely