| Access and permissions | How do full members, guests, viewers, or external stakeholders differ in day-to-day use? | Which roles can see projects, files, dashboards, and comments by default, and where extra restrictions need manual setup. | Invite an internal reviewer and an external stakeholder into a pilot workspace and verify that least access still supports the workflow. |
| Data handling and exports | What operational data enters the system and who can download, forward, or expose it during delivery? | Whether the public security, pricing, and privacy language stays consistent about data minimization, visibility, and the review path. | Run one workflow with real briefs, files, and status reporting so you can inspect what is visible, shared, or exportable in practice. |
| Incident and vulnerability path | How does the vendor want security issues reported, and how visible is that route without a sales conversation? | Whether the public page names a reporting channel, explains what to include, and makes the disclosure path easy to find. | Check that the reporting route is obvious enough for both your internal reviewers and external researchers to find quickly. |
| Admin visibility and governance | Can admins explain ownership, settings, reporting visibility, and review responsibilities without extra systems? | Whether governance language appears in the public product and pricing path instead of being hidden only in support docs. | Have an admin walk through permissions, reviewer access, and status visibility during the pilot with the exact roles your team will use. |
| Vendor review workflow | What is the public starting path for procurement, security review, and custom agreement questions? | Whether the vendor makes contact, trust, or enterprise-review routing visible before procurement starts asking for documents. | Bring procurement into the pilot early and see how many of their first questions can be answered before a long questionnaire is required. |