Feature

Live Links: Share Documents That Always Show the Latest Version

Every time you send a PDF or an attachment, you create a problem. The recipient saves the file.

What is a live link?

A live link is a shareable URL that points to your Xtensio document in real time. Unlike a PDF download or an email attachment, the link doesn’t capture a snapshot of the document — it connects the reader directly to the current, live version. When you update the document, anyone with the link sees the updated version immediately, without you having to resend anything.

Live links are the foundation of how Xtensio works. Every document you create gets a permanent URL. You can share that URL via email, Slack, a client portal, a website, or a QR code. The document is always one click away, always current, and always branded.

The problem with attachments and downloads

Traditional document sharing creates version chaos:

• You send a proposal as a PDF. The client saves it. You update the pricing. The client still has the old version.
• You email a presentation. The client forwards it to three colleagues. Now four people have four slightly different versions from different reply threads.
• You share a Google Slides link. The client exports it to PowerPoint. Now there is a static snapshot floating around with no connection to the source document.
• A board member asks for “the deck from Q3.” You spend 20 minutes searching email for which version you actually sent.

Live links eliminate all of these problems. There is one URL. One document. One version.

How live links work in practice

Create once, share permanently. Build your deliverable in Xtensio — a proposal, a strategy document, a report, a pitch deck. Copy the link. Share it wherever your audience is. The link works forever.

Update without resending. When your proposal needs a revised timeline, update it in Xtensio. The client doesn’t need a new link — they refresh the page and see the updated version. No “please ignore my previous email” required.

Bookmark-friendly for clients. Clients and stakeholders can bookmark your live link and return to it at any time. Monthly reports, quarterly strategies, brand guidelines — documents that get referenced repeatedly are far more useful as live links than as files buried in inboxes.

Control access when needed. Live links can be public (anyone with the link can view) or password-protected (only people with the password can open the document). You choose the appropriate level of access per deliverable.

Live links vs. Google Docs sharing

Google Docs also produces shareable links, but with important limitations. A Google Doc link shows the raw Google interface — not your brand. It allows viewers to see who else is in the document, all the editing history, and sometimes incomplete or in-progress content. It’s a collaborative editing tool, not a client-facing presentation layer.

Xtensio live links present your document in a clean, branded, read-only view. Clients see a polished deliverable, not a working document. Compare the full difference in Xtensio vs. Google Docs.

Live links with engagement analytics

Every live link comes with built-in engagement analytics. When a recipient opens your document, Xtensio records the event — when they viewed it, how long they spent reading, and which sections got their attention. This gives you the context to follow up intelligently rather than guessing whether your deliverable was ever seen.

Knowing a prospect opened your proposal three times in 48 hours is qualitatively different from silence. Live links + engagement analytics together give you a signal that was previously impossible to get from any document workflow.

Branded live links

Xtensio live links can use your own domain. Instead of sharing a generic app.xtensio.com/... URL, share a link on your own domain — docs.youragency.com/q2-proposal. This keeps your brand front-and-center throughout the client experience and makes your deliverables feel like a native part of your service, not a third-party tool.

Custom domain live links work seamlessly with workspaces and client portals — together, they form a complete deliverables workspace that replaces the patchwork of tools most teams use today.

What to share as live links

Any document that gets updated over time is a candidate for a live link. The most common:

• Pitch decks — update your deck as your story evolves; investors always see the latest version
• Proposals — revise scope and pricing without resending the document
• Marketing plans — share once with leadership and update throughout the quarter
• Status reports — bookmark with clients; update weekly instead of emailing a new file
• Competitive analyses — keep the team aligned on a living document as the landscape changes
• User personas — share with the entire product and marketing team from one link

Share your first live link — try Xtensio free

How live links work across the client lifecycle

Live links are not just a sharing feature — they change how the entire client relationship works after the initial delivery:

• Proposal stage — Share a proposal as a live link instead of a PDF attachment. When pricing changes or you need to update the scope, the same link shows the latest version. No re-sending, no “please disregard the previous version.”
• Onboarding — Share the onboarding deck, strategy document, and persona set as a single workspace link. As your team updates deliverables during the engagement, the client’s link reflects the changes in real time.
• Ongoing reporting — Monthly performance reports shared as live links mean you update the same document rather than generating a new file each month. Clients bookmark the link and always have the current report.
• Engagement tracking across the funnel — You can see when the prospect opened the proposal (before the sales call), whether the client read the onboarding deck (before the kickoff), and how long they spent on the performance report (before the quarterly review). This intelligence changes how you show up to every conversation.

Frequently asked questions about live links

• Do live links require the viewer to have an Xtensio account? No. Anyone with the link can view the document in their browser without signing up or installing anything. Live links are designed for external sharing — clients, investors, partners, and prospects can all access them without friction.
• Can I password-protect a live link? Yes. You can add password protection to any live link for confidential deliverables. The viewer enters the password in their browser before accessing the document. This is useful for proposals with pricing, investor materials, or early-stage strategy documents.
• What happens to the live link if I update the document? The link always shows the current version of the document. There is no need to re-share or notify — if the viewer bookmarks the link or opens it again, they automatically see your latest version. You can also add a change note to alert viewers that the document has been updated.

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