How To Share PDFs Across Teams

PDFs are great for polished content, but plain links get buried and leave you guessing who read what. This guide shows how to share PDFs with Send so people get instant answers via AI, and you see who viewed, what they cared about, and which pages drew the most attention.

When this is useful

Before we dive into the steps, here’s when this workflow helps most.

You need one authoritative link for a PDF used by sales, success, finance, or clients.
You want readers to self‑serve answers 24/7 without booking another call.
You care about signal: who opened, where they’re from, device, time viewed, and page‑level time.
You want to avoid version chaos as documents evolve.

Step‑by‑step

In this section, you’ll add your PDF to Send, guide readers with Suggested Questions, and share one tracked link with the right controls. Setup takes minutes.

1. Add your PDF to Send

Install Send’s Chrome extension from Send.co. On supported pages, you’ll see a blue “Add to Send” button.
In the Send app, click New Document and upload your PDF, or paste a hosted PDF URL. Send hosts or embeds it under a single link.
Give the document a clear name like “Proposal – ACME (PDF)” or “Security overview (PDF).”

Why this matters: instead of pasting PDFs that get lost, you centralize access under one Send link that also includes AI chat and analytics.

2. Add AI and Suggested Questions to steer readers

In Send, enable AI Chat. The AI reads the PDF and answers questions about it.
Add Suggested Questions that anticipate needs: 1) “What does this include and what’s out of scope?” 2) “What’s the implementation timeline?” 3) “Who’s responsible and what are the next steps?” 4) “Where can I see case studies or a demo?”
If you want AI to answer beyond the PDF (e.g., pricing policies, security notes, calendar link, or case studies), attach an AI Profile. In the profile, teach the AI to surface those links when asked.
Add a short note at the top: “There’s an AI chat on the right—ask anything.” Engagement rises when readers know they can self‑serve.

Why this matters: AI and Suggested Questions direct attention to the most important answers, cut back‑and‑forth, and accelerate decisions.

Click Share and configure the viewer gate. Require name and email if you want identity captured before viewing. Add phone when qualification matters.
For sensitive contexts, disable download/print. Keep viewing easy while distribution stays controlled.
Create a personalized link with a custom slug when you already know the audience (for example, /acme‑proposal). This avoids forms while keeping identity clear.
Copy the Send link and share it in team channels, handoff packets, project hubs, or email sequences. Mention that there’s AI chat inside.
Watch your Activity feed and email notifications. You’ll see who viewed, from where, on what device, how long they engaged, the questions they asked the AI, and a bar chart of PDF page‑level time.
Turn on webhooks for “document open” or “any link open” to push activity into Clay, Zapier, or Make and keep your CRM up to date automatically.

Why this matters: one link stays accurate as you iterate, and you get reliable signal on who engaged and what they needed.

Why this is faster with Send

This section explains the concrete benefits of using Send for PDFs.

AI answers questions immediately, so readers don’t need another walkthrough to find key details.
Suggested Questions guide attention to pricing, timelines, scope, owners, and next steps.
Analytics show who viewed, where they came from, device, total time, AI chat logs, and for PDFs specifically, page‑level time to see which pages drew attention.
Permissions, viewer gates, and replace‑file controls keep the shared link clean and current. Replace the file later without changing the URL.
Compared to traditional link‑sharing or DocSend, Send adds AI steering plus deeper engagement signal, which shortens cycles and improves conversations.

Troubleshooting & tips

Here are common blockers and how to fix them quickly.

People don’t notice AI chat

Add a one‑line prompt: “Ask the AI anything on the right.” Seed two or three Suggested Questions that mirror typical confusion.

Readers ask about topics beyond the PDF

Attach an AI Profile. Teach it to surface pricing pages, security notes, case studies, or a booking link.

Strict controls are required

Turn on the viewer gate and disable download/print. Use personalized links for known contacts to skip the form while keeping identity clear.

The PDF keeps changing

Use Replace file under the same Send link. Recipients keep the URL; analytics remain continuous.

Need alerts and CRM updates

Use webhooks for “document open” or “any link open.” Pipe events to Zapier, Make, or Clay to create or update contacts, log activity, notify channels, or trigger sequences.

Integrations & automation

Here’s how to connect activity from your PDF link to the rest of your stack.

CRM enrichment

When a document opens, trigger a webhook to create or update the contact and log engagement. If someone clicks your case studies or booking link, use “any link open” to score intent and route owners.

Slack alerts

Send alerts to a team channel when target accounts engage. Include the viewer’s name, location, and the Suggested Questions they used.

Sequences

After a view, enroll the contact into a personalized sequence with a relevant follow‑up based on their AI questions.

Data tools

Send events into Clay for deduping and enrichment, then back to your CRM so teams prioritize the right people.

Privacy & controls

These settings keep your shared PDFs tidy and safe.

Viewer gates

Require name, email, and optionally phone before viewing. Hide content until submitted if identity needs to be confirmed first.

Disable download/print

Useful for sensitive proposals and internal docs.

Personalized links

Use a custom slug when you already know the audience. Identity is clear without a form, and the URL looks professional.

Replace files, keep the link

Swap updated PDFs without changing the URL. Analytics continue under the same link.

FAQ

This section answers common questions quickly so you can move faster.

How does Send speed up PDF reviews?

AI and Suggested Questions orient readers immediately. You avoid repeat walkthroughs and see who engaged and what they asked.

Can I require name or email before viewing?

Yes. Turn on the viewer gate and choose the fields you need. You can also hide content until they submit.

Can I replace a PDF without changing the link?

Yes. Replace files under the same Send link, which preserves analytics and avoids version chaos.

What analytics do I get?

You’ll see provided viewer info, location, device, time viewed, AI chat questions, and for PDFs specifically, a bar chart of page‑level time.

What plans and prices are available?

Send offers a $29 per month plan, and a $99 per month tier with multiple seats and more features.

Try Send to share PDFs across teams with AI answers and full tracking—start at Send.co.