Help & Documentation

1. Create Your Account

Visit the signup page and create your account. You can sign up with your email and password, or use Google Sign-In for faster access. After signup, you'll be redirected to log in.

2. Set Up Your Organization

After logging in for the first time, you'll be guided through onboarding to create your organization. Enter your organization name to get started.

3. Configure Your Trust Portal

Go to Settings to upload your organization logo. This helps brand your public portal immediately.

4. Upload Documents

Navigate to Documents and upload your first security documents (SOC 2, ISO certifications, privacy policies, etc.).

5. Share Your Trust Portal

Click the "View Trust Portal" button in the sidebar to see your public page. Copy the URL and share it with clients or prospects who need to review your security documents.

Uploading Documents

1. Click the "Upload Document" button
2. Select a file (max 30 MB)
3. Enter a title and optional description
4. Choose if the document should be publicly downloadable
5. Click "Upload"

Public vs. Private Documents

Editing Documents

Click the edit icon (pencil) next to any document to:

• Update the title and description
• Change public/private visibility
• Replace the file with a new version (creates a new version while preserving the old one for audit compliance)

Version History

When you replace a file, the system automatically tracks all versions for compliance and audit purposes.

Reordering Documents

Click and drag the "handle" icon (⋮⋮) on the left of any document row to change its order. This determines the display order on your public trust portal.

Downloading Documents (Preview)

Click the download icon to preview how documents will look when downloaded:

• Public documents: Downloaded without watermarks
• Private PDFs: Downloaded with example watermarks so you can preview how they'll appear to requesters
• Private non-PDFs: Downloaded without watermarks (watermarking only works for PDFs)

Deleting Documents

Click the delete icon (trash) to permanently remove a document. This action cannot be undone.

Note: Audit logs for the document will be preserved, but any active share links containing this document will no longer work for this specific file.

Enable/Disable Watermarking

Toggle the "Enable PDF Watermarking" checkbox to turn watermarks on or off for your entire organization.

Watermark Position

Select any combination of positions using checkboxes:

• Header: Small text at the top of each page
• Footer: Small text at the bottom of each page
• Diagonal: Large bold text rotated 45° across the page center

You can enable any combination (e.g., Header + Footer, or all three for maximum security). At least one position must be selected when watermarking is enabled.

Customizing Watermark Text

Create custom watermark templates using merge fields that are automatically replaced with real data:

Preview Your Watermark

Before saving, you can preview how your watermark will look:

1. Configure your watermark template and position settings
2. Click the "Preview on Sample PDF" button
3. A 2-page sample document will open in a new tab with your watermark applied
4. The preview uses example requester data so you can see exactly how watermarks will appear

Tip: Preview your changes before saving to ensure they look the way you want.

Template Length Validation

There is a character limit for the watermark template to ensure text fits on the page. The live counter will turn red if your text is too long.

Important Notes

• Watermarks are only applied to PDF files
• Public documents are never watermarked
• Keep templates concise for best readability
• Changes apply to all future downloads immediately after saving

Enabling NDA Requirement

Toggle "Require NDA Acceptance" to make NDA acceptance mandatory for all access requests.

Custom NDA Text

Enter your custom NDA text in the textarea. You can:

• Write your own NDA from scratch
• Click "Insert Standard Template" to use a pre-written NDA template
• Modify the standard template to fit your needs

How It Works

When NDA is enabled, external users requesting access to documents will be required to check a box agreeing to the NDA before they can submit their request.

How External Users Request Access

External users visit your trust portal at simpletrustportal.com/trust/your-slug and fill out a request form with:

• Name
• Email
• Company name
• Optional message explaining their access needs
• Document selection (specific documents or "all documents")
• NDA acceptance (if required)

Note: If you have set up a custom domain (e.g. trust.yourcompany.com), users will access your portal there. Contact support to enable custom domains.

Viewing Requests

The Requests page in your Dashboard shows all access requests with filtering options:

• All: View all requests
• Pending: Awaiting your review
• Approved: Approved with active share links
• Rejected: Denied requests

Click "View Details" to see the requester's message, requested documents, and download history.

Approving Requests

1. Click "View Details" on a pending request
2. Review the requester information
3. Select which documents to approve (all requested documents are selected by default)
4. Click "Approve Request"
5. A share link is automatically generated for the approved documents
6. An email notification is automatically sent to the requester with the share link
7. The email status (Sent, Delivered, etc.) is displayed in the requests table

Rejecting Requests

Click "Reject" on a pending request to deny access. When you reject a request:

• The request status changes to "Rejected"
• You can choose whether to send an email notification (enabled by default)
• If email is sent, the email status is tracked and displayed in the requests table
• Silent rejections (no email) are marked as "Not Sent" in the email column

Tip: Uncheck "Send rejection email" for spam requests or when you've already contacted the requester through other channels.

Download Tracking

For approved requests, you can view the download history:

• Go to the Requests page and click "View Details" on an approved request to see specific downloads for that share link.
• Go to the Audit Logs page and click the "Downloads" filter button to see all document downloads across your organization.

Automated Email Types

Email Delivery Tracking

All outgoing emails are tracked so you can verify delivery. The email status appears in the "Email" column of the Requests table:

Viewing Email Status Details

Click "View Details" on any approved or rejected request to see email delivery information, including when the email was sent and its current status.

What If Emails Aren't Being Received?

If requesters report not receiving emails:

1. Ask them to check their spam/junk folder - automated emails are often filtered there
2. Check the email status in the Requests table to see if it was delivered, bounced, or marked as spam
3. Verify the email address was entered correctly
4. If needed, manually share the link displayed in the approval modal

Important Notes

• Emails are sent in the background - your workflow is never interrupted
• Email delivery typically occurs within seconds to a few minutes
• You can manually copy and share links even if email delivery fails

Accessing Your Profile

Click the "Profile" link in the header (next to Help) while logged into the dashboard.

Updating Your Name

To update your display name:

1. Enter your new name in the "Full Name" field
2. Click "Save Profile"
3. Your name will be updated across the dashboard and in audit logs

Changing Your Password

To change your password:

1. Enter your current password for verification
2. Enter your new password (minimum 8 characters)
3. Re-enter your new password in the confirmation field
4. Click "Change Password"

Email Address

Your email address is displayed on the profile page but cannot be changed. If you need to update your email, please contact support.

Inviting Team Members

1. Click "Invite Team Member"
2. Enter the person's email address
3. Select their role (Admin or Member)
4. Click "Send Invite"
5. An invitation email with login credentials is automatically sent to the new member
6. A temporary password is also displayed - you can share it via other secure means if needed

The new member will receive an email with their login credentials and a direct link to log in. They should change their password immediately after first login for security.

Roles Explained

Changing Member Roles

Click the role dropdown next to any team member and select "Admin" or "Member" to change their permissions. Changes take effect immediately.

Resetting Passwords

Click the "Reset Password" button next to a team member to generate a new temporary password. You can choose to:

• Send email to user (default): The new password will be automatically emailed to the team member.
• Manual communication: Uncheck the email option and share the password securely yourself.

The temporary password will always be displayed on screen for your reference, regardless of whether an email is sent.

Note: Password reset is only available for members who sign in with an email and password. Members who sign in via Google or SSO must manage their credentials through their identity provider.

Removing Team Members

Click the trash icon next to a team member to remove them from your organization. They will lose access immediately.

Organization Name

Update your organization's display name. This appears throughout the portal and on your trust portal.

Trust Portal URL Slug

Customize your trust portal URL. For example, if you set the slug to "acme-corp", your trust portal will be accessible at:

simpletrustportal.com/trust/acme-corp

Note: If you have a custom domain enabled, this will be trust.yourcompany.com.

Organization Logo

Upload a logo to personalize your trust portal. Recommended specifications:

• Square format (1:1 ratio)
• At least 256x256 pixels
• PNG or JPG format
• Transparent background (PNG) works best

What's Logged

Filtering Logs

Use the filter buttons at the top of the list to view specific activity types (e.g., "Downloads", "Uploads"). This helps you quickly find relevant events.

Log Information

Each log entry includes:

• Event type and description
• User who performed the action
• Exact timestamp (displayed in your local timezone)
• IP address
• Additional metadata (varies by event type)

Pagination

Logs are displayed 25 per page. Use the pagination controls at the bottom to navigate through your audit history.

Exporting Logs

Click "Export to CSV" to download all filtered logs for external analysis or compliance reporting.

Accessing Your Trust Portal

From your dashboard, click "View Trust Portal" in the sidebar to open your public trust portal in a new tab. Share this URL with external parties.

URL format: simpletrustportal.com/trust/your-slug

Note: If you have set up a custom domain (e.g. trust.yourcompany.com), users will access your portal there. Contact support to enable custom domains.

What Visitors See

• Your organization name and logo
• Your organization description
• List of all your public documents (downloadable immediately)
• List of private documents (request required)
• "Request Access" button

Requesting Access (From Visitor Perspective)

1. Click "Request Access to Documents"
2. Fill out the form with name, email, and company
3. Optionally add a message explaining the access need
4. Select which documents to request (or check "All Documents")
5. Accept NDA if required
6. Submit the request
7. All organization members receive automatic email notification
8. Wait for approval from the organization
9. Receive email with secure share link when approved
10. Access documents through the time-limited share link (valid 7 days)

📋 Complete Access Request Workflow

🎨 Setting Up Watermarks

1. Go to Watermark in the sidebar
2. Ensure "Enable PDF Watermarking" is checked
3. Select position checkboxes (Header, Footer, Diagonal) - enable all three for maximum security
4. Customize the template using merge fields
5. Click "Preview on Sample PDF" to see how it looks
6. Click "Save Watermark Settings"
7. Test by downloading a private PDF from the Documents page

👥 Adding Your First Team Member

1. Go to Team in the sidebar (Admin only)
2. Click "Invite Team Member"
3. Enter their email address
4. Select role (Admin or Member)
5. Click "Send Invite"
6. Copy the temporary password displayed
7. Securely share the password with the new member
8. Have them log in and change their password

Q: How long do share links stay active?

A: Share links are valid for 7 days from the time of approval and allow up to 10 downloads per file. For example, if you approve 3 files, the requester can download each file up to 10 times.

Q: Can I watermark non-PDF files?

A: Currently, watermarking only works for PDF files. Other file types are downloaded without watermarks.

Q: Why was I logged out after an hour?

A: Sessions expire after 1 hour of inactivity. If you're actively using the portal, your session automatically renews with each interaction. If you select "Remember me" when logging in, your session will last for 30 days.

Q: What's the maximum file size I can upload?

A: The maximum file size is 30 MB per document. This limit can be increased if needed by contacting support.

Q: Can I replace an existing document file?

A: Yes. Click the edit icon (pencil) next to the document and use the "Replace File" option. This creates a new version while preserving the old one for audit compliance. You can view all versions by clicking the version badge (e.g., "v3") that appears next to documents with multiple versions. See the Version History section for more details.

Q: What's the difference between Admin and Member roles?

A: Admins have full access including team management and organization settings. Members can manage documents, watermarks, NDA, and access requests, but cannot access team management or organization settings.

Q: How do I customize my trust portal URL?

A: Go to Settings (Admin only) and set a custom "Trust Portal Slug". For example, "acme-corp" becomes yoursite.com/trust/acme-corp

Q: Are email notifications sent automatically?

A: Yes, with one exception. When an external user requests access, all organization members (both Admin and Member roles) receive an email notification. When you approve a request, the requester automatically receives an email. When you reject a request, you can choose whether to send an email (enabled by default). All email delivery is tracked and displayed in the Requests table with status indicators (Sent, Delivered, Bounced, Failed, Not Sent, etc.). See the Email Notifications section for full details.

Q: Can external users download public documents without requesting access?

A: Yes. Documents marked as "Public" are immediately downloadable by anyone visiting your trust portal without any approval process or watermarks.

Q: What happens if I delete a document that's part of an active share?

A: The document will no longer be available for download through active share links. Consider this before deleting documents with active shares.

Q: Can I see when documents were downloaded by external users?

A: Yes. Go to Requests, click "View Details" on an approved request, and check the "Download History" tab to see all downloads with timestamps and IP addresses. Note that downloads of public documents are not tracked as we do not collect user information unless they explicitly request access.

Q: How do I change my password?

A: Click "Profile" in the header, then use the "Change Password" section. You'll need to enter your current password, then your new password twice. If you forgot your password and are locked out, use the "Forgot Password" feature on the login page.

Q: Can I change my email address?

A: No, email addresses cannot be changed. If you need to update your email, contact support.

Q: Can I sign in with Google?

A: Yes. You can use Google Sign-In to create an account or log in. Click the "Continue with Google" button on the login or signup page.

Important: If you sign up with Google Sign-In, password-based authentication is disabled for security. You must always use Google to log in, and password features (change password, forgot password, password reset) will not be available.

Q: Can I set up SSO for my organization?

A: Yes. SSO is included in the One Plan but is not available during the first free month period. Once you are on a paid plan, please contact support to set this up as it requires manual configuration for security reasons.

Issue: Can't upload documents

Solutions:

• Check that your file is under 30 MB
• Verify the file type is supported (see Documents section)
• Ensure the file is not corrupted
• Try a different browser if issues persist

Issue: Watermark not appearing on PDFs

Solutions:

• Verify "Enable PDF Watermarking" is checked in Watermark settings
• Confirm the document is marked as "Private" (public docs are NEVER watermarked)
• Check that the file is actually a PDF
• Try downloading again to see the watermark

Issue: Share link not working

Solutions:

• Check if the link has expired (7 days from approval)
• Verify download limit hasn't been reached (10 downloads per file max)
• Ensure the full URL was copied correctly
• Check the error message - it will explain if the limit was reached or the link expired

Issue: Logged out unexpectedly

Solutions:

• Sessions expire after 1 hour of inactivity unless you checked "Remember me" during login (extends session to 30 days)
• Check if your browser is blocking cookies

Issue: Can't access Team or Settings pages

Solutions:

• These pages require Admin privileges
• If you should have access, ask another admin to promote you
• If you're the organization owner, contact support

Issue: Trust portal not showing my logo

Solutions:

• Ensure you uploaded a logo in Settings
• Try refreshing the trust portal page
• Clear your browser cache
• Re-upload the logo if needed

Issue: Requester not receiving approval emails

Solutions:

• Most common: Ask the requester to check their spam/junk folder - even if status shows "Delivered"
• Check the email status in the Requests table - may show "Bounced" or "Spam"
• Verify the requester's email address was entered correctly
• If needed, manually copy and share the link from the approval modal

Note: "Delivered" only confirms the email was accepted, not that it reached the inbox - it may have gone to spam.

Issue: Emails showing "Failed" status

Solutions:

• You can manually copy and share links from the approval modal as a workaround