Dropbox DocSend data room groups vs. links

Overview

Spaces, or data rooms, provides two main ways to share high volumes of content with others. You can create a group with a list of approved members, or you can create and share a link to your data room. This article goes over the main differences between groups and links.

What are groups and links?

DocSend offers two primary methods for managing access to content within Spaces (data rooms): 

• Groups allow you to streamline security settings, ensuring that only authorized visitors can gain access to or contribute to documents within a data room. You can send customized invitations directly from DocSend to visitors’ email addresses. Learn more about groups. 
• Links offer a secure, trackable way to share content outside of DocSend. You can monitor visitor engagement, track visitor origins, and gauge interest in specific content. You can create multiple, unique links for separate accounts or visitors. Learn more about creating links.

Main differences between groups and links

Links are ideal for situations where you need to track what content has been shared with a company or client. Groups can be a better choice if your priority is streamlining a collaborative workflow in a secure manner. To decide which one to use, consider the differences below to see which option best suits your needs.

Data room access

Groups create a members list where individuals are required to authenticate their email address in order to gain access to a Space (data room). Removing an email address from a member list prevents that person from accessing the data room.

Links can be shared by copy and pasting the URL. Links can be set up to include an allow list with email authentication, but this is optional.

Sharing method

Groups generate custom invitations in DocSend that are sent out to recipients’ email addresses. Email invites can be forwarded to unauthorized individuals, but they won’t be able to access the data room if their email address isn’t on the member list.

Links are copy and pasted to recipients over email or through a messaging platform. You can create multiple, unique links to the same data room to share with different visitors.

Visitor association

Groups are named and only exist inside of the Space (data room) it’s assigned to. Visitor analytics within the space will show which members of a group download, visit, and spend time on content in your Space.

Links are named via the account they’re associated with, and the same account name can be connected to multiple links across multiple spaces. The visitor analytics for all links associated with a particular account show up under the Accounts page.