Password Protect a Document
This guide explains how to set a password for a QuoteCloud document, ensuring only authorised recipients can view it.
Password Protect a Document
Learn how to create and manage a secure document sharing link.
Follow the steps below to apply the change in your QuoteCloud document.
Password Protect a Document
Open the send menu
Click Send in the document editor. This opens the available sending options for the document.Choose Send Via Link
Choose the Send Via Link option. This creates a document sharing link that can be secured before sharing.Confirm the document
In the modal, check the document title at the top. This helps confirm you are securing the correct document.Review recipient links
Use the recipient dropdown to view recipients assigned to the document. Each recipient can have their own unique viewing link.Enable the link
Use the Active / Inactive toggle to enable or disable the general link. When the link is active, security settings such as password protection can be configured.Open security settings
Click Edit security settings for this link . The Security Settings panel opens for the selected sharing link.Turn on password protection
Click the switch to turn on Password Protection for the document link. This requires viewers to enter a password before accessing the document.Enter the password
Enter and confirm the password you want to apply. Choose a password that can be shared securely with the intended recipients.Save the settings
Click Save to apply and activate the password protection settings. The document link is now protected.Review the viewer experience
A password-protected document will ask viewers to enter the password before they can access it. In the Document Viewer, a password form appears before the document opens.Share the link
Copy the protected document link and share it with your recipients. Make sure recipients also receive the correct password through a secure channel.
FAQs
What does "Password Protect a Document" in QuoteCloud do?
Password Protect a Document in QuoteCloud locks a document so only people who know the password can open and view it. This prevents unauthorised access to the file contents—whether the document is a quote, proposal, contract, or other sensitive material—and adds a simple access-control layer to your sales quoting software or sales proposal software workflows.
Why should I use password protection for a QuoteCloud document?
Use password protection when a document contains confidential information such as pricing, contracts, client data, or proprietary terms. It reduces the risk of accidental exposure and ensures only authorised recipients can view your quote software or proposal software output. Passwords are a quick way to add privacy on top of existing security and sharing controls when sending quotes or proposals externally.
Who can set, change, or remove a password on a QuoteCloud document?
Only the document owner or users who have edit access to the document can set, change, or remove the password. If you do not have edit access, request that the owner or an editor update the document's password settings for you.
How will recipients open a password-protected QuoteCloud document?
Recipients must enter the exact password you set in order to open and view the document. The password prompt appears whether they open the document on desktop, mobile, or through an integrated system, so access is blocked until the correct password is provided.
How should I share the password with recipients securely?
Share passwords only with authorised recipients and avoid sending them in plain email or public chat. Recommended secure channels include a trusted password manager, an end-to-end encrypted messaging app, or a phone call. When possible, use different delivery channels for the link and the password to reduce exposure.
What should I do if I forget the password to a protected document?
If you forget the password, you cannot open the document without it. Contact the document owner or an editor and ask them to remove or reset the password. If you are the owner, sign in with your account and update the document's password settings from the document editor or security settings.
Will password protection affect integrations and shared quote/proposal workflows?
Yes. Password protection applies regardless of how the document is accessed: via QuoteCloud links, embedded viewers, or integrated systems. Recipients will still be required to enter the password to view the document, so coordinate password delivery with any external workflows or integrations that require recipient access.
Does password protection replace other security measures like access controls and encryption?
No. Password protection is a simple access-control layer intended to add privacy when sharing sensitive quotes or proposals. It should be used alongside proper user permissions, secure sharing practices, and your organisation's broader security measures rather than as a complete replacement.