Your BrandMentions reports contain highly valuable insights from brand performance and customer sentiment to competitor activity. It’s important to share these insights with clients and internal teams, but just as important to keep them protected from unauthorized access.
By combining BrandMentions’ sharing options with a few simple best practices, you can keep your reporting both transparent and secure.
Best practices for secure report sharing
1. Use shareable links for external stakeholders
For clients, partners, or agencies outside your organization, the Shareable Reports via Link feature is usually the safest and most convenient option.
Each report gets a unique, private URL
Only people who have the link can access the live dashboard
It’s generally safer than attaching PDFs to emails, which can be forwarded or downloaded without control
This keeps access centralized and easier to revoke if needed.
2. Regularly review and prune your shareable links
Make it a habit to periodically review your active shareable links in the Share Reports via Link dashboard.
Delete links for reports that are no longer needed
Remove access when a project ends or a client relationship changes
Deleting a link instantly revokes access to that report, ensuring outdated or sensitive data isn’t hanging around in someone’s inbox or bookmarks.
3. Be mindful of what you include in each report
Not every audience needs to see everything.
Tailor your report content to who will receive it
For client-facing reports, you might exclude internal details like workloads, internal notes, or operational metrics
Keep the focus on the insights and KPIs that are relevant to them
This reduces unnecessary exposure of internal or sensitive information.
4. For internal teams, add users to your BrandMentions account
When sharing reports with colleagues, the most secure method is to invite them as users to your BrandMentions account rather than emailing files.
Access is password-protected and stays within the BrandMentions environment
You can manage roles and permissions
You maintain better control over who can see what and for how long
This keeps your data centralized and easier to govern.
5. Use secure email practices when sending PDFs
If you do need to export a PDF and send it via email:
Double-check recipient email addresses before sending
Avoid sending highly sensitive data to large group lists
For very sensitive reports, consider using encrypted or secure email services provided by your organization
Once a PDF is sent, you lose control over where it’s stored or forwarded, so use this method sparingly for sensitive content.