Creating a trackable link takes about 30 seconds. You pick the file, give the link a public name, choose whether to tie it to a deal, and decide how much you want to know about who opens it. This guide covers creating a link, re-sharing one you already made, and previewing it before you send.
ℹ️ This guide covers creating and sharing links. To see what happened after you sent one, see Understanding Trackable Links analytics.
1. Before you start
A few things are helpful to know before your first link.
| Point | What to know |
|---|---|
| External sharing has to be on | If you cannot find the Externally option, your admin has not turned on external sharing, or this content is marked internal only. |
| Salesforce is optional | You can create a link without choosing an opportunity. Linking one ties the activity back to the deal. |
2. Find the file and start the share
In the Spekit Hub (Web App):
- Open the Spekit Hub (Web App).
- Find the file using search, or open its Topic.
- Click the file, then click Share, then Externally.
In the extension:
- Open the extension.
- Find the file using search, or open its Topic.
- Open the file, then click Share, then Externally.
💡 Pro Tip: Use the extension when you are already in the email you are about to send. It saves a tab switch, and the link lands on your clipboard ready to paste.
3. Name the page
Enter a Page title. This field is required, and it is what your buyer sees at the top of the page when they open your link.
💡 Pro Tip: Use a title your buyer will understand, not your internal file name. "Q3 Security Overview" reads better than "sec-overview-v4-FINAL".
4. Choose the company
Click the Company field and pick the CRM account or opportunity you are sharing with. Start typing to narrow the list.
The list shows both, and they are easy to tell apart.
| What you see | What it is |
|---|---|
| A company name on its own | A CRM account. |
| An indented name with a dollar amount beside it | An opportunity under that account. |
Picking an opportunity ties the engagement to that specific deal. Picking the account ties it to the company.
💡 Pro Tip: Pick the opportunity rather than the account when one exists. It keeps the activity attached to the deal you are actually working.
5. Decide whether to require an email
Tick Require email address to view if you want to know who opened your content.
This one setting changes what your analytics show you. Without it, you know the content was opened. With it, you know who opened it.
ℹ️ Requiring an email adds a step for your buyer. It is worth it for high-value content like pricing or a proposal, and usually not worth it for a one-page overview.
6. Copy and send
Click Copy link. Your link is on your clipboard. Paste it anywhere to share it.
⚠️ Once you send a link, you cannot turn off that individual link. The only way to stop someone seeing the content is to disable external sharing on the file itself, which stops every link to that file. See Section 9.
7. Re-share a link you already created
You do not need to create a new link to send the same file again.
- Open the Spekit Hub (Web App).
- Go to My Hub, then My trackable links.
- Select the company you shared the content with.
- Find the link and click the ... menu.
- Click Copy link URL.
💡 Pro Tip: Re-sharing the original link keeps all the activity on one record. Creating a second link for the same file splits your history in two.
8. Preview a link before you send it
Previewing shows you exactly what your buyer sees.
- Open the Spekit Hub (Web App).
- Go to My Hub, then My trackable links.
- Select the company you shared the content with.
- Find the link and click the ... menu.
- Click Preview share link to open it in a new tab.
💡 Pro Tip: Always preview before sending to an executive. It takes 5 seconds, and it is the only way to be sure the page looks the way you expect.
9. Stop someone from seeing content you sent
There is no way to turn off a single trackable link after you send it.
If you need to stop access, disable external sharing on the file itself. That stops every trackable link pointing to that file, not just the one you sent.
| What you want | What actually happens |
|---|---|
| Stop one recipient seeing it | Not possible. Links cannot be revoked individually. |
| Stop all access to that file | Disable external sharing on the file. Every link to it stops working. |
| Wait for it to expire | Links do not expire. They work until you disable sharing on the file. |
💡 Pro Tip: Because you cannot undo a send, think about Require email address to view before you share sensitive content rather than after.
10. Best practices
A few habits that make your links easier to send and easier to learn from.
| Best practice | Why it helps |
|---|---|
| Link the Salesforce opportunity every time | The activity lands against the right deal, so it is there when you need it. |
| Use buyer-friendly public names | Your buyer sees this name. Internal file names look careless. |
| Re-share rather than recreate | One link keeps one clean history. |
| Require an email for high-value content only | You get names where it matters, without adding friction everywhere. |
| Preview before you send | A broken or ugly page costs more than a slow one. |
| Think before you send sensitive content | A link cannot be revoked once it is out. |
11. Examples
Here is how the settings play out in real deals.
- A wide top-of-funnel share. You are sending an overview one-pager to a prospect who may forward it around. You leave Require an email address off, because the extra step would cost you more than the names are worth at this stage.
- A proposal for one executive. You are sending pricing to the economic buyer. You turn on Require an email address, so when it gets forwarded internally you see exactly who else looked at it.
- A file you send often. You share the same case study with most accounts. Rather than creating a new link each time, you re-share the existing one from My trackable links, so all the activity stays on one record and you can see which accounts actually read it.