How to share a PDF as view-only, with a password or an expiry date
To share a PDF as view-only, upload it to a tool that supports view-only sharing, choose who gets access, and add any extra controls it offers, like a password or an expiry. In IntelliHelper you upload the PDF to your workspace, share view-only access with people you choose, and can require a download password or create a time-limited public link.
What "view-only" really means (and what it can't stop)
View-only access is meant for reading, not editing. It's a useful layer, but it isn't a lock on what people see. Anyone who can see a file on their screen can take a screenshot or a photo of it, and no sharing setting changes that.
In IntelliHelper, view-only access goes to the people you choose. View-only shares can't be downloaded. That controls the file, not the screen: a reader can still capture what they see, so share only with people who need it.
A download password is a separate control. It protects downloads, not viewing. Someone who can edit the file sets it, the recipient types it in before downloading, and it's checked on the server. The secure documents page describes it as "an extra check before it leaves the workspace".
One habit matters more than any setting: in IntelliHelper the recipient has to type in the download password, so send it on a different channel from the link. If the link goes by email, share the password on a call or in a separate message. That way one forwarded message doesn't hand over both. The same goes for a public link's own link password.
Choose the right control for the situation
| Control | Use it when |
|---|---|
| Share view-only access with people you choose | Only the people you pick should read the file, and it shouldn't be downloaded, like class notes for a few classmates or a draft for one client. |
| Download password | The file is personal, like an offer letter or an ID copy you're sending to an HR team. |
| Expiry | Someone outside your circle needs the file for a short time, like a vendor checking a quote this week. |
| View cap | You want a public link capped at a set number of views. |
| Link password | An outsider needs a public link, but the URL alone shouldn't be enough to view the file. |
| Revoke or replace the link | A public link went to the wrong person, or the work is done and the link should close. |
You can combine them. A vendor might get a public link with a link password and an expiry, with the password sent on a separate channel.
How to do it in IntelliHelper (step by step)
- Upload the PDF beside the task it supports. Use folders to group related files.
- Preview it in the app. PDFs and images open inside IntelliHelper, so you can check you've got the right file.
- Share view-only access with the people you choose. View-only shares can't be downloaded. People you share with by name need an IntelliHelper account, and anyone without one gets an invite to sign up.
- Add a download password if you need one. Use it "when a file needs an extra check before it leaves the workspace". Someone who can edit the file sets it, and recipients type it in before downloading.
- Create a public link only when an outsider needs temporary access. Cap the views or set an expiry so an unlisted URL doesn't become a permanent open door. Add a link password if the URL alone shouldn't be enough to view the file. Opening a public link doesn't need an account.
- Revoke or replace the link when you need to. For example, do it once the work is done.
Public links exist only when you create them, as the privacy page explains, and unlisted share URLs aren't submitted in the sitemap. The same idea applies to notes: you can share a note through a view-only public link with an optional expiry. Documents are encrypted in the workspace. See secure documents for the full feature.
Other ways to share a PDF view-only
If your files already live somewhere else, here's what two common tools say in their own help pages.
- Google Drive. Google's help page says that if you own a file, you can take steps so that users can't print, copy or download it, from the file's share settings. It also notes that you can't stop how others share the file content in other ways. (Google Drive Help)
- OneDrive and SharePoint. Microsoft's help page says a view-only sharing link can use Block download, which works for PDFs too. People who open the file won't see options to download, print or copy it, and can only view it on the web. Microsoft says this is available for OneDrive for work or school and may be turned off for your account. (Microsoft Support)
Both still leave the screenshot problem from the first section, so the same advice applies.
Checklist before you hit send
- The right people, and only them, have access.
- View-only is on.
- A download password is set if the file needs one.
- A public link exists only if someone outside really needs it, with a view cap or an expiry, and a link password if the URL alone isn't enough.
- Any password goes on a different channel from the link.
- You know you'll revoke or replace the public link once it has done its job.
- The original stays in your workspace.
FAQ
Can I stop someone from downloading a PDF I share?
Yes, with view-only access. View-only shares can't be downloaded. A download password works on public links and named shares: the recipient types it in before downloading, and it's checked on the server. A public link can expire, be capped by views or be revoked. No tool can stop a screenshot, so share only with people who need the file.
Can I control who downloads a PDF I share?
You control who gets access and who can download. Share view-only access with the people you choose. View-only shares can't be downloaded. For downloads, someone who can edit the file sets a download password, and recipients type it in before downloading. It protects downloads, not viewing. Screenshots are still possible.
What is a time-limited link?
It's a share link with a limit built in, such as an expiry date or a cap on views, so an unlisted URL doesn't stay open forever. In IntelliHelper you can cap views or set an expiry on a public link, and revoke or replace it.
Should I send the password with the link?
No. In IntelliHelper the recipient types the download password in before downloading, and a public link can have its own link password too. Send either one on a different channel from the link, like a phone call or a separate message, so one forwarded email doesn't hand someone both.
Can a share link expire automatically?
Yes. On an IntelliHelper public link you can set an expiry or cap the number of views, so the URL doesn't stay open forever. You can also revoke or replace the link, and add a link password so the URL alone isn't enough to view the file.
Do people need an account to open a public link?
No. Opening an IntelliHelper public link doesn't need an account, which is why it suits outsiders who need temporary access. People you share with by name do need one. Because the URL is all someone needs, add a link password, cap views or set an expiry, and revoke or replace the link once the work is done.
Are my documents encrypted?
Yes. Files you upload to IntelliHelper are encrypted at rest with AES-256, each with its own key, and they travel over HTTPS. Encryption protects the stored file. Who can open or download it is up to your sharing settings, so pick view-only access, a download password or a link password for each PDF.
Get started
Keep your PDFs next to the work they belong to. View-only sharing, download passwords and public links are all on the Free plan. Create a free account. Plan details are on the pricing page.