Feature

Secure file sharing for client and deal files

Shared drives and email attachments make it hard to say who can see a file, who opened it and which copy is current. Stowbill's Files module gives each firm folders with precise permissions, expiry dates on shares, full version history and a log of every access.

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Six permission levels

Permissions are cumulative. Each level includes the ones above it. Set them on a folder and they apply to everything inside it, including subfolders.

LevelCan do
ViewOpen and read files
DownloadView, and save a copy
UploadDownload, and add new files
EditUpload, and replace or rename files
DeleteEdit, and move files to the recycle bin
ShareDelete, and share with others

Share with people or groups

  • Share a folder or file with named colleagues or with a group, such as a deal team.
  • Set an expiry date. Access ends on that date without anyone remembering to remove it.
  • Upload a whole folder and keep its structure, with files up to 250 MB each.
  • Download a whole folder as a ZIP file.

Nothing is lost by accident

  • Every upload of a file keeps the previous version. Restore any earlier version.
  • Deleted files go to a recycle bin for 30 days.
  • A storage quota keeps usage predictable.

A record of every access

Each view, download and share is written to an append-only, hash-chained activity log. Export it to Excel. See the audit trail feature for details.

Security underneath

  • AES-256 encryption at rest on Amazon S3.
  • Upload checks that block programs and scripts. Antivirus scanning can be added on the Firm plan.
  • Multi-factor authentication.
  • Per-firm isolation enforced in the database.

Sharing with clients and outside parties

Clients can upload to you through the client portal without an account, and you can send documents for e-signature. Outside parties, such as buyers in a sale process, can be given access through the data room.

Available now in the data room: accounts for outside parties such as buyers, investors and lenders, signing in with an emailed one-time link; NDA click-through; a view-only PDF viewer with downloads off by default; a dynamic watermark on every PDF page; private Q&A per party; per-party activity reports; a numbered index (1, 1.1, 1.1.1) with Excel export per party; whole-folder uploads with files up to 250 MB; redaction of PDFs; protected viewing of Excel and Word files; Q&A with a partner approval step and Excel import; a buyer interest score; your firm's logo on the room; and a buyer tracker linked to the deal. Not built yet: SSO, page-level analytics, AI tools and security certifications such as SOC 2.

Questions

Can I share with someone outside my firm?

Today, clients can upload through the client portal and sign through e-signature. Outside parties such as buyers and investors can also be given data room accounts, signing in with an emailed one-time link.

Do permissions apply to subfolders?

Yes. Permissions set on a folder are inherited by everything inside it.

What happens when a share expires?

The person or group loses access on the expiry date.

Can I recover a deleted file?

Yes, from the recycle bin within 30 days.

Can I stop someone downloading a file?

Inside the firm, give them the View level only. For outside parties, data rooms are view-only by default: PDFs open in a watermarked viewer with no download button. It cannot stop a screenshot, which is why each page carries the guest's name.

Where are files stored?

On Amazon S3, encrypted at rest with AES-256.

Last reviewed 10 November 2026. General information, not professional or legal advice.

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