The final step of a job, handing over the finished data to the client, is often rushed. Yet this is where control over data is most frequently lost (the file circulates in an endless email thread) or a poor impression is created when the client receives a link to an unbranded, third-party storage service.
Why not by email
Email attachments have a size limit with almost all providers: typically around 20 to 25 MB. Graphic or video output will practically never fit within that limit.
Even if the file set is somehow squeezed through (compression, splitting into parts), email is not an auditable method of delivery. It is unclear who actually downloaded the attachment, how many times it was forwarded, and old threads containing sensitive data remain lying in many mailboxes without control.
A sharing link is safer and clearer: the file remains in one place, transfer occurs only upon download, and the link can be revoked at any time.
Link sharing and expiration
The download link should have an expiration date: a time limit after which it stops working. This addresses two issues: it limits how long large data remains unnecessarily publicly available, and it enforces order because old links disappear automatically.
For more sensitive jobs, it is also useful to set a password for the link or limit the number of downloads, so that the spread of data can be restricted even after they have been sent.
It is also advisable to monitor when the file was downloaded: a simple confirmation that the client has actually received the data, and conversely a signal when no one has responded and a reminder is needed.
Branding of the portal for data submission
A client receiving a link from an unknown domain or generic cloud storage is often unsure of its legitimacy. This increases the risk that they will ignore it as suspicious or ask for clarification, which delays handover.
A portal or page for downloading data under the studio's own domain, featuring its visual identity, appears trustworthy and serves as part of the company's presentation. This is where the client forms their final impression of the project.
It does not have to be an extensive solution: a simple page or gateway with the studio's logo and colours is sufficient, clearly stating what the client is downloading and providing contact details if something does not work.
Tools for sharing large files
A range of tools for sending large files exists on the market: from one-off services for quick sharing through to corporate cloud storage with shared link capabilities, up to independently operated gateways connected directly to the studio's infrastructure. The choice depends on the data volume, transfer frequency and how much control the studio wishes to retain over the transfer process.
One-off public services offer a quick solution for occasional file transfers, but they generally do not provide custom branding, long-term link history retention, or an overview of what was sent to whom and when. For a studio that regularly delivers data to clients, a solution tied to its own domain and integrated with the rest of the company infrastructure is usually more cost-effective. We describe the same logic regarding storage for active projects in the article about NAS for a graphic design studio.
What else to keep in mind
Large files, video masters and high-resolution print PDFs, should be checked before sending: correct format, colour profile (see our article on colour calibration of monitors), resolution. Handover then does not need to be repeated due to an error discovered only at the client's site.
For repeat clients, it pays to have an established handover process: the same link structure, the same naming convention, and the same expiry period. The client knows it and knows what to expect. And since this usually concerns data from a completed job, it also relates to how long and where you keep such archives, see the article on... For more details. backing up a graphic studio.
It is also worth agreeing in advance with the client on how they will receive the data, whether one link for the entire order suffices or if outputs need to be split into several smaller packages by file type. For larger orders with gradual handover of partial outputs, this significantly simplifies communication and reduces the risk of losing track of which version was sent last.
Do you send client data via email or random links?
We will set up secure sharing with expiration and a custom-branded portal.