Sharing and drop links
Who can see your Cloud files, how to publish a document on a listing page, and how to collect files from a notary or client who has no account.
Everything in Matchai Cloud is private until you decide otherwise. Two separate questions decide who sees a file:
- Who has access to the place. A listing, a contact, a team or a project has people who work on it. They can see its files.
- How far one file travels. A document can stay Private, or go Public on the listing page.
Keeping the two apart lets you work openly with your team on a listing while a sensitive document stays off the listing page.
Who has access to a place
Open the listing, contact, team or project in Cloud.
Choose Share. If you can only view this place, the button is called Who has access.
The list shows everyone who can see the place's files, and how they got access: added directly, via team, via this chat or via drop link. Beside each name is what they can do:
| Role | What it means |
|---|---|
| Owner | Full control, including who else has access. |
| Can edit | Add, tag and remove files. |
| Can view | See and download everything. |
| Can add files only | Upload, but sees nothing else. This is how a drop link appears in the list. |
If you are the owner or an admin of the place, select someone's role to switch between Can edit and Can view. To take someone out, choose Remove access and hold until it confirms. A team's access is managed from the team itself, not from this list.
People get access through your workspace: by working on the listing, by being in the team or the project, or by being in the conversation. To give a colleague access, add them there.
Private and public files
A document is Private unless you make it public.
- Private: only you and the people with access to the place can open it.
- Public: the document is shown on the listing's public page, where anyone who can see the listing can download it.
A file's details show where it stands under Who can see it, for example Public · on the listing's page.
Listing photos are always public: they are what buyers see on the listing page. They sit on the listing's Public side in Cloud. Files you add to your Matchai Page are public too.
Publish a document on a listing page
Open the listing in Cloud.
Drag the document onto the listing's Public side, or choose Add files and then Public.
Cloud asks Publish this document on the listing page? Tick the documents you want public, then choose Publish, followed by the number you ticked. Choose Keep them private to file them on the Private side instead.
To change a document that is already in Cloud, open its menu, choose Change who can see it, then Private or Public. Only the listing's owner or an admin can add files to a listing or change them.
Check before you publish
Anyone who opens the listing page can download a public document. Seller's declarations, tax statements and pieces of ID usually belong in Private. Word, Excel and PowerPoint files can carry comments, tracked changes and hidden sheets, so export them to PDF first if you are not sure.
Files on your Matchai Page
The Matchai Page bucket holds the files people can download from your Matchai Page, such as a brochure or a floor plan. Unlike the rest of Cloud, these are public. Removing a file from your page takes it off the page, and it stays in your Cloud.
Give someone a file
Choose the way that matches who needs it:
- Someone you work with on the deal. File the document in the place they already have access to. Add to another place… files it in a second listing, contact, team or project without moving it.
- A client or a colleague you are talking to. Send the file in your conversation with them. It appears in Cloud under that conversation too.
- Anyone else. Use Download and send the copy the way you usually would.
Share and Copy link on a file copy the file's address in your own Cloud. Use it to come back to the file later. It does not give anyone else access, because nobody else can open your Cloud.
Drop links
A drop link lets someone send you files without a Matchai account: a notary, an inspector, a seller, a lender. They open the link, add their files and choose send. The files go straight into the place you chose. They cannot see anything already there.
Create a drop link
Open the listing, contact, team or project the files are for, and choose Ask for files. You can also open Drop links in the bottom bar, choose Create a link, and pick the place.
Under What are you asking for, name the documents, such as "Location certificate and tax bill". The person sees this on the page.
Choose Create the link.
Under Send them this, choose Copy link and paste it into your email, text or chat. Matchai does not send the link for you.
You need to be the owner or an admin of a place to create a drop link for it. For a project, Cloud asks which of its conversations the files are for.
Where the files land:
- A listing: the files go into the listing's Private side. Only you and the people working on the listing can open them.
- A contact, team or project: the files go into its conversation, with a message saying they arrived, so everyone in that conversation can open them.
A new link stays open for 7 days. To choose a different default, open Settings in Cloud and change Drop links expire after: 7, 30, 60, 90 or 180 days, or 1 year.
What the other person sees
The link opens a simple page with your name and what you asked for, under Secure link and the number of days left. They drag their files onto the page, or tap to add them on a phone, and choose the send button, which says how many files are going and to whom, such as Send 2 files to Jane. Each file can be up to 100 MB, and any file type is accepted.
The page tells them that only you and your team can see what they send. After sending, they can give their name, and an email address if they like, so you know who the files came from. Both are optional.
If the link has expired or been revoked, the page says This link is no longer open and asks them to request a new one from you.
Manage your drop links
Choose Drop links in the bottom bar of Cloud. Each link shows where its files land, how many files arrived and who sent them, and whether it is still Accepting files, Expired, Revoked or Full.
- Copy copies the link again.
- Expires in lets you pick a new expiry, then choose Change.
- Revoke closes the link at once. Confirm with Yes, revoke it.
Files that already arrived stay where they are when a link expires or you revoke it.
Why drop links are never indexed
A drop link works like a key: anyone who holds it can send files into your place until it expires. The page also shows your name and what you asked for. So Matchai tells search engines and AI assistants never to list drop link pages, and the page does not pass its address on to other websites. An expired link, a revoked link and a link that never existed all show the same page, so nobody can guess their way to a working one. Only the people you gave the link to can use it, and revoking it closes it for everyone.