This article talks about various SharePoint limitations which can be a challenge for enterprises using SharePoint. There are limits to how many files and folders you can view within team folders, limits on how many files and folders you can store, limits on number of files you can sync, and much more. All such SharePoint limitations can force enterprises to look for better SharePoint alternatives, especially when there are better options at a much affordable cost.
SharePoint Limits Library View to 5,000 Items
SharePoint limits the number of items that are displayed in a given SharePoint Library view (equivalent of FileCloud Team Folders) to 5,000 items. Items include all files as well as the folders.
In practice, enterprises can easily exceed more than 5,000 files and folders within team folders, so the SharePoint item limit can become a significant issue. FileCloud doesn’t have such limitations and you can display all files and folders in a single view.
Even with the new OneDrive sync client, you can only sync 300,000 files across all libraries. In practice, enterprise team folders often easily exceed these limits. FileCloud, on the other hand, does not impose any limits within the sync client.
FileCloud Sync Client Benefits
Steps to Share Files With Guest Users in SharePoint
Only after so many steps, can guest users can access files.
Guest Users can face further complications within SharePoint
With FileCloud, inviting guest users is a single-step process
For security, you can password protect the share as well. For public shares, a FileCloud account is not required and for private share, guest users need to create the FileCloud account.
What is “Permission Inheritance” ?
In SharePoint, children files and folders automatically inherit permission levels from their parent folder/ site.
Breaking Permission Inheritance
To manage individual files/ folders, users have to change permissions and break permission inheritance.
Permission Inheritance Limitation
If your SharePoint Library has over 100,000 items with unique SharePoint permissions, you will get an error while breaking the permission inheritance.
Long Processing Time
Database operations on library items can process limited items in one request. Operations that exceed the 5,000 item limit for permission inheritance can take a long time and may throw an error.
In practice, enterprise file permissions can easily exceed these limits and having limits on setting permissions on important documents is not ideal. Which is why, FileCloud doesn’t has any such limits on setting granular permissions for any file.
|SharePoint Online Premium Plan||FileCloud Online Enterprise Plan
|Pricing: $29,000+ for 100 users/ year||Pricing: $18,000 for 100 users/ year
|No DLP (have to buy extra DLP software)||Smart DLP included
|No end-point backup||End-point backup included|
|No ransomware protection||Built-in ransomware protection
|Unlimited guest/ client user accounts||Unlimited guest/ client accounts
|Major limitations on existing features||High availability architecture
|No high availability architecture||Smart content classification
|No smart content classification||No limitations, unlike SharePoint
|SharePoint Server Premium Plan||FileCloud Server Standard Plan
|Pricing: $14,000+ for 100 users/ year||Pricing: $5,000 for 100 users/ year
|Limited storage, buy extra when needed||Unlimited storage
|No high availability architecture||High-availability architecture
|Large file support (100 GB limit)||Unlimited file size upload support
|Deprecated Enterprise Sync (Windows file servers to cloud)||FileCloud ServerSync (Windows file servers to cloud)
SharePoint Library Item Limits
A maximum limit of 30 million items/ files and folders can be stored in SharePoint Library, which can easily be exceeded by large enterprises,
Unique permissions for items
SharePoint’s recommended general item limit is 5,000, which is a very small amount and can easily be exceeded in practice, causing errors.
SharePoint file size limit
Maximum file size of 100 GB, which can again be easily exceeded in practice, especially by law, design, architecture and construction firms.
Moving files in a single operation
No more than 30,000 files can be processed in a single operation, and each file must be less than 2 GB. Again, this can be very limiting for enterprises.
In practice, all these limitations can create serious challenges for enterprise teams to collaborate together and can reduce productivity. FileCloud offers a superior EFSS solution with no such limits, and more comprehensive features and security at a much affordable price.
If you are familiar with document management and sharing solutions, there’s a high probability that you may have heard about SharePoint. SharePoint document management and collaboration tool came into existence in 2001 developed by Microsoft and has been a popular player in the EFSS market since.
With innovations in the EFSS market, many SharePoint alternatives have emerged as challengers providing unique features for document management and file sharing with focus on security and usability.
Let’s look at some of the most popular alternatives to SharePoint in 2020 and what they have to offer for enterprises.
Being a top EFSS solution ourselves, we have compelling reasons about which solution is a top SharePoint alternative solution. Here are the factors taken into account:
✓ Pricing: $18000/100 users/year (Enterprise) / $5,000/100 users/year for on-premise solution
✓ Storage: 1TB, +200GB/user (Enterprise)
✓ Security: Compliant with all stringent government regulations, such as HIPAA and GDPR. Get smart DLP, encryption at rest and in transit, 256-bit AES encryption, granular file-sharing, password-protected, public and private shares.
✓ Features: Get unlimited client accounts, unlimited file versioning, branding capabilities, hybrid cloud, virtual drive, selective sync and many more enterprise-level EFSS features. Enterprises can also opt for FileCloud Server for an on-premise deployment option.
FileCloud is one of the most powerful and affordable EFSS solutions compared to SharePoint. FileCloud is storage agnostic and can be deployed across any NAS or object storage.
FileCloud is one of the most affordable file sharing solution on the market, providing unlimited FREE external client accounts, remote access to your data, collaboration tools, smart content classification, a comprehensive admin panel, customization and branding options to enhance your enterprise sharing, sync and storage experience.
✓ Pricing: Enterprise Plan: $30,000/100 users/year
✓ Storage: Enterprise Plan: Unlimited, or 1TB / user if less than 5 users
✓ Security: Multi-factor authentication, encryption in transit; no option to encrypt individual documents. No mechanism for customer-managed encryption keys an your data is collected to provide better services by Google.
✓ Features: Google Drive comes with powerful collaborative tools, such as Google Docs, Sheets and Slides.
Google Drive is a very popular cloud storage solution. Google Drive for business is same as the free Google Drive plan, but with unlimited storage and a few security add-on. As you would know, Google Drive works seamlessly with other massively used Google apps, such as Gmail, Calendar, Google docs and Google Sheets, hence it is a popular choice.
The solution’s enterprise plan offers a simple, clean and intuitive UI, and integrates with popular enterprise software like Salesforce, and more. Apart from this, Google Drive for Business offers unlimited storage, access from any device, offline file access, includes productivity apps like Gmail, Google Keep, Google Sites, as well as enterprise-grade access controls, e-discovery for emails, chats and files.
However, reportedly, users have encountered frequent connectivity and sync issues while using Google Drive.
✓ Pricing: Business Advanced Plan: $24,000/100 users/year
✓ Storage: Unlimited Storage
✓ Security: AES 256-bit encryption for data at rest and AES 128-bit encryption for data in transit, 180 days data versioning, file recovery, password protected shares, remote wipe, granular permissions, file locking, smart sync, audit logs and more.
✓ Features: Dropbox offers integrations with thousands of third-party apps, so is easier to integrate with existing workflow apps. Offers good collaboration features and offers seamless integration with MS Office and Google Docs. Smart sync helps store files smartly without taking much hard drive space. Admins can monitor team activities and easily transfer files from one user account to another if needed.
Dropbox indeed offers a great EFSS solution, but compared to FileCloud, the features are essentially the same with higher price and Dropbox has seen many security breaches in the recent past. Dropbox has been a popular target for data leaks. Even now, it doesn’t offer local encryption.
✓ Pricing: Box Business Plus: $30,000/100 users/year
✓ Storage: Unlimited Storage, but max file size upload limit is only 5 GB!
✓ Security: A regulatory-compliant Zero-Knowledge Provider. Tools to manage user permissions and customer-managed encryption keys, tight security regulations, alerts for unusual activities. Box doesn’t provide HIPPA compliance in the business plus plan, no e-discovery, no Box governance, no Box keysafe, no DLP. Even after paying top dollars!
✓ Features: Secure collaborative and project-management tools, as well as rule sets for work-flow automation, versatile document management, mobile and desktop sync, and custom branding capabilities
While perhaps quite similar in popularity with enterprises as Dropbox, Box, is also an incredibly strong alternative to SharePoint in 2020 on the EFSS list. With tools that integrate with top workflow apps, like Google Docs, Box also goes above and beyond in offering custom branding capabilities (like FileCloud) and letting users create a professional appearance for their organization.
Although, Box’s security is great, being a uniquely zero-knowledge provider and offering multiple options for encryption and user management, you don’t get many security features like DLP as mentioned above and there is a version history limit of 50 only, so in our opinion, enterprises can get better ROI with Google Drive or FileCloud.
✓ Pricing: Business Plan $24,000/100 users/year
✓ Storage: 10TB storage and 10 GB large file transfer
✓ Security: Standard encryption, includes user and group access permissions, security modules like 256-bit AES encryption, multi-factor authentication, device management, remote wipe and more
✓ Features: What stands out most with Egnyte is their great auditing system which timestamps user activities, plus a robust access permission system. Egnyte business plan offers desktop sync, mobile access, MS Outlook integration, MS Office as well as other premium integrations.
Egnyte is another leading enterprise file sharing solution, designed for enterprises. Egnyte provides the branding capabilities to customize brand assets, provides useful sharing and collaborative features, and decent security features.
Unfortunately, certain important business features like role based administration, AD/ LDAP integration and limited online storage can be a deal breaker for businesses, especially when EFSS solutions like FileCloud and Box provide much enahnced experience. There also have been frequent sync/network problems with Egnyte in the past. There is a steep learning curve for their product features and little documentation is provided.
✓ Pricing: Enterprise Subscription: $18,000/100 users/year
✓ Storage: Unlimited Self-Storage Space/ on-premise
✓ Security: Standard Encryption, Multi-Factor Authentication, NTFS Support
✓ Features: Custom branding, open-source customization options, local storage options
ownCloud is a reliable file sharing infrastructure allowing enterprises to setup a complete private file-sharing solution and avoiding popular public clouds like Google drive or Dropbox. An open source solution, it offers rich features and the ability to use on-premise.
However, ownCloud doesn’t support Windows starting version 8.1.0., and might be a downside for enterprises using Windows servers. Enterprises can opt for FileCloud instead as an ownCloud alternative
✓ Pricing: $29,000/100 users/year
✓ Storage: Unlimited Storage Space
✓ Security: Standard encryption and SSL/TLS. Recovery sites in both the US and EU.
✓ Features: Collaborative and productivity-enhancing tools, custom electronic signature tool, access to SSO, unlimited client users (like FileCloud), Outlook and Gmail plugins, unlimited storage, large file size of 100 GB, custom branding, e-signature, mobile and desktop apps, sync, full text search, file versioning, and much more
Sharefile is Citrix’s enterprise cloud storage solution with decent user management features, and an intuitive user experience. Sync works well as reported by users and unlimited client users makes it a decent option to opt for. The file sharing is fast, especially for large files and the folder structure is easy for structuring data.
The solution itself doesn’t support Linux though, so enterprises need to keep that in mind.
✓ Pricing: $10,000/100 users/year
✓ Storage: Unlimited Self-Storage/ on-premise
✓ Security: Standard Encryption, SSO, SAML Authentication, 2FA, File-Locking
✓ Features: On-Premise and Cloud file-hosting, large file support, local storage support, OS compatibility
While NextCloud is a free, open-source software, NextCloud Enterprise comes as a powerful EFSS solution. Nextcloud provides an easy access to files on-premise, security features and much more. Some features include desktop sync, supported local storage, custom branding and file locking. Advanced features like data leak prevention, unlimited file versioning, unlimited free client accounts, are not available though unlike FileCloud.
✓ Pricing: Enterprise Plan (No upfront pricing available)
✓ Storage: 300+ GB
✓ Security: Standard encryption in-transit and at-rest, SSO, 2FA, AD, remote wipe, DLP, customer managed encryption keys and much more
✓ Features: on-premise, Hybrid solution, remote access and mobility
For a solution that’s much less popular and well-known compared to Dropbox or ownCloud, Syncplicity offers a great package with their rich collaboration features, hybrid hosting options, great security, file versioning and backup. You also get unlimited external collaborators like FileCloud and similar enterprise collaboration features.
Syncplicity’s interface is not the most modern compared to other EFSS solutions compared here and it can be concerning for enterprises, whether they will keep updating the product in the future or not.
With the spread of remote work and contractual employees, business file sharing has never been more important. The right software solution needs to handle massive file sizes without a hitch, but it also needs to be optimized for secure file sharing. Professionals these days routinely have to deal with enormous files. High-resolution images, HD video, and massive data files can pose a challenge. Sharing them on your company’s intranet is no problem. But what about when you need to send them to remote employees, contractors, or external clients? Email isn’t reliable for files over 20MB. That may have been fine in the 1990s, but with today’s file sizes measuring in the gigabytes, it’s totally inadequate.
That’s where file-sharing software comes in. Many of these products store files in a server or cloud location, enabling authorized users to download them at their convenience. Others use File Transfer Protocol (FTP), the client-server standard for file sharing connection, typically secured with SSL/TLS. Unsurprisingly, software options have proliferated in recent years, and the fierce competition has bred a wealth of good choices.
Be sure to consider several factors when picking sharing software for your enterprise. Can it handle the file sizes you need? Is it secure? How easy is it to use? Is it designed for consumers or businesses? Here are some of the factors you need to look for in a File Sharing Solution
On-premise vs Cloud debate has been going on for some time now. With different business requirements, the storage system should be selected keeping in mind the pros and cons of the storage system.
On-premise storage data is entirely held by the business and onus for data protection remains with the company. Data sharing becomes fast in on-premise storage since data is stored locally. On-Premise storage is initially cheaper but the upfront investment could vary and hardware setup and software fees could increase.
Cloud Storage data is stored on the remote servers of the service providers and the onus of data protection lies with the service provider. Security and encryption technologies are deployed to prevent data leakages. Predictable cost prices over the years, cheaper upfront investment, and no additional hardware cost are involved.
This is a decision based on the preference of your organization. Do you value authority over your data more? Already spent a lot on IT infrastructure and a sever is deployed? On-Premise is your best bet. You want easier integrations, cost-efficient and in low technical resources, you would probably be better with Cloud solutions.
Storage space is now more affordable than ever with prices going down each year. In terms of capacity, most cloud storage providers offer a generous amount of storage and in various tiers. Multiple terabytes (TB) are commonplace and no longer a big differentiator between services, especially now that adding storage capacity is easy and cheap. Some providers have their own data centers while others actually outsource their storage to another third-party cloud, often Amazon Web Services (AWS) or a similar Infrastructure-as-a-Service (IaaS) player. That’s an important point to consider: Are you signing a service-level agreement (SLA) with a cloud provider that’s directly responsible for the infrastructure or is the provider beholden to another party? If it’s a third party, make sure to investigate that firm and examine its track record. Then, look at the levels of service it offers. While all of the major offerings have some level of uptime guarantee, it is worth noting that location is an important factor. How many data centers does the third party have?
Almost as important as keeping information safe is making information accessible across the diverse landscape of devices that users bring to the mix. The primary candidates are the typical: Microsoft Windows, Linux, and a variety of Android flavors as well as iOS and OS X. For any platform to be effective in today’s business landscape, web access is a must. Mobile compatibility has gained a place in the ecosystem of business. This especially applies to road warriors who frequently work in planes, cars, and subways. Having a cloud storage solution that can provide these capabilities to users via a software client optimized for their particular operating system (OS), be it Android, iOS, even Windows Phone, is a feature you should look for in a competitive service offering.
This issue was the primary driver for the development of EFSS and is the most important thing to consider. Even if you ultimately choose a cloud-based service, make sure you read the contract carefully and verify ownership of the shared content as well as ensure you have Administrator rights to manage the shared content. If new content and/or edits on the fly are being generated, then you’ll need to ensure your data is protected. Sharing data functionality should involve a sync client or desktop-based software that resides in each PC or client and ensures that data in the cloud is synced with local replicas. But it can also have other points of access. Cloud storage companies usually default to their web clients, which can be accessed on any desktop or mobile browser. Several solutions go above and beyond the call of duty and incorporate tight integration with popular office products such as Microsoft Office 365. That’s bolstered security in the cloud significantly over the past couple of years, which has had the pleasant side effect of letting many cloud services successfully comply with standards such as the Health Insurance Portability and Accountability Act (HIPAA) and ISO 27001. It’s a daunting task for a user to keep up with the litany of passwords required across all apps without reducing security in some way. Single Sign-On (SSO) solves some of this by having one secure password. Locking data away doesn’t end with just passwords, either. In addition to having something you know, it’s better to pair it with something you have. Two-factor or even multifactor authentication.
One of the advantages of having information in the cloud is that it can be part of a larger ecosystem of connected apps. This capability lets businesses create custom workflows and business processes, often without having to hire contract programmers. It is very important you chose a solution that can help you scale and be flexible. It should be compatible with EFSS integrations and plugins you might wish to use in the future. You need to have the ability to configure and deploy EFSS to align with the security approach and established policies of your organization.
Management is another important consideration. Some EFSS products and services are designed to be straightforward and easy to deploy, while others allow administrators to tweak everything under the sun but may be less intuitive.
Consider how the product will integrate with the rest of the IT environment. For example, some products offer integration with an Active Directory and LDAP to ease management and simplify access control. Others offer integration with commonly used enterprise applications such as Outlook and Sharepoint. Role-based administration is another possible consideration. For example, if a user data have to be wiped remotely, Can an admin do that?
Choosing a cloud storage product for your organization can seem like a daunting task when you first consider all of the variables involved. Not only do different businesses have varying cloud storage and file-sharing requirements they demand solid security for file backups and sharing. Striking a balance between usability, security, and customization ultimately needs to be driven by business requirements. But understanding exactly what those requirements are is a serious task that will require real work
The concept of cloud computing was born 60 years ago. Yup, even before the internet, as we know it, came into play! Since then, the world has been trying to move file- and data-sharing from physical to the remote space. Let me give you a simple and prevalent example: movies & music, from physical performances, have evolved to become the radio, TV, cassettes, floppy disks, pen drives & memory cards, and finally to streaming services. In almost every technological form, we have come a long way.
What’s made the cloud-based file-sharing prevalent today? If you ask me, I think the reason behind the growing popularity of cloud-based file sharing is globalization. After all, from the biggest to the smallest businesses worldwide – we all depend on globalization.
If you have a small business in a quaint locality, and you are happy with your income, why would you want globalization? The answer to that question is simple, every business, no matter how big or small, works incessantly for profit, the margin here being irrelevant.
So, if through instant data sharing, analysis, and profitable results, your business can grow, not only beyond your locality but beyond even your country’s borders, wouldn’t you champion such technology? I know I would.
Now, onto the most important question that you can and should ask before investing in such a novel technology:
What Can Cloud-Based File-Sharing Do for Your Business?
The undeniably biggest benefit of cloud-based file-sharing is the increased accessibility. You and your team can access any file, at any time and from anywhere when you choose cloud-based file-sharing over traditional options.
A lot of money, time, and effort are also saved in this process. No maintenance charges, and upgrades, no need to buy extra machinery, no need to train employees about complicated infrastructures, and no accidental data leaks.
One of the biggest concerns that people have about the cloud is the issue of security. Yes, the fear of data breaches, of hackers taking away your data, and of data loss reigns supreme among the doubters. And certainly, some file-sharing solutions have had these issues in the past. However, a good file-sharing avenue is protected by two-factor authentication, anti-virus, specific permissions, policy enforcement, access control, password protection, and end-to-end encryption.
When you make smart choices in your file-sharing solution, there is no need to worry about “security issues”. In fact, advanced security should be one of the reasons why you choose to move to the cloud. Now that we’ve discussed some of the key factors, intrinsic qualities, and FAQs of cloud-based file-sharing technology, it’s time to give you some of the best options in the category. Should you choose this fast-evolving technology, you should be armed with the right information. Let’s go.
The Best Cloud-Based File-Sharing Apps for You
Of course, we have to start with FileCloud; we believe in our product. FileCloud serves as an ever-evolving file hosting and sharing platform for businesses of all sizes.
You can use FileCloud to sync up all your data in all your devices without the need for an external storage unit, no backups necessary. Also, you can use this software to collaborate with your partners, clients, employees, project partners, and even clients if required; and that too, in a secure, hassle-free manner.
Of course, we put FileCloud first for a reason; there are many benefits associated with the solution. Here’s an overview, have a look for yourself!
An added bonus of using FileCloud is that it is extremely user-friendly and always innovating to accommodate new tools and techniques to create a better user experience.
The Google ecosystem will never let you down. Even in cloud-based file-sharing and cloud storage, Google has brought in a winner, aka Google Drive. It is available for personal use, for industrial use, and for company use. It allows the users to access any file from anywhere, edit them with admin’s permission, share & collaborate easily, and it is also compatible with a wide range of devices allotting the same benefits to a multitude of file types.
Google Drive uses a multi-layered SSL encryption along with other security measures to protect the data stored in it.
However, it is not all good and no foul with Google Drive; after all, it is limited just to Gmail. Also, it offers a limited amount of storage, the prices are a bit on the higher side after that, and Google, as we know, has faced problems with data breaches previously.
Dropbox launched almost 4 years before Google Drive and hereby, manages to rank high among Cloud-based file sharing apps worldwide. If you were to compare the two, you would see that while Google Drive wins at first because of it’s storage capacity, Dropbox wins it all because of it’s foolproof, robust security, slightly easier file-sharing, and faster sync.
Dropbox has automatic file backup; so, you will not lose your file accidentally. It’s advanced software integration allows it to mesh with some of the most popular companies among users, like Microsoft, Slack, etc. It can even work with comprehensive and diverse cloud storage systems. One functionality to blow your mind is Dropbox’s ability to keep working offline.
The storage space, however, is limited in Dropbox. Search functionality is also not as robust as it is in others, and sieving through deleted files can be a real pain.
Of course, there is no mentioning Box without comparing it to Dropbox. Box, you see, is geared towards organizations and enterprises, in simple words big conglomerates, whereas Dropbox focuses on individual consumers and SMBs. However, that has changed since 2018.
Both Box and Dropbox have been heading straight into enterprise collaborations along with cloud content management via G-Suite and similar services.
Box has more flexibility with 4 plans, it offers unlimited storage, and is cost-effective for the services it provides. Box is also extremely secure, user-friendly, corporate-friendly, customizable, and a lot more smooth-functioning. On the flip side, it has been accused of being a little non intuitive when compared to the others, there is a lag in sync, search functionality needs a lot of work, and version control is abysmal sometimes.
OneDrive, Microsoft’s brainchild & the new kid on the block suffered from a severe identity crisis wandering from name to name: Windows Live Folders, Windows Live SkyDrive, SkyDrive, and finally, it appears to have settled on OneDrive.
The capacity and capabilities of this software varies from version to version. However, it is considered to be one of the leading cloud storage and file-sharing platforms in the market today. People who use Microsoft Office in any way form, be it Word or Excel, prefer this software to others.
It’s no surprise that OneDrive integrates very nicely with Microsoft Office, along with it’s mobile apps offering awesome real-time collaboration. It also offers a free plan to give the clients a taste; 15GB of free storage along with a chance to EARN extra storage space through a referral incentive. You can store and access any kind of file on it.
Collaboration is easier because it works best with Microsoft Office, it’s preferred platform. An added bonus is that your company’s social media networks too can be linked with your OneDrive.
As far are cons are concerned, the biggest con and the most appreciated pro of OneDrive is that the software integrates the best with Microsoft Office. With others, it’s just not as good. It also has some privacy concerns, it has been one of the biggest targets of hackers, and the data is encrypted in transit through SSL but remains unencrypted at rest.
Tresorit, the popular cloud storage, and file-sharing service based in Switzerland & Hungary was officially launched in 2014. Did you know they hosted a hacking contest for 468 days offering people up to $50,000 to hack their data encryption methods gaining access to their servers? Nobody won. Tresorit’s security is just that beefy. Many awards and accolades later it ranks as leading cloud storage and file-sharing software.
Tresorit, as discussed above, is probably the most secure cloud service provider, it has client-side encryption & zero knowledge storage, which are quite rare. It is also easy to use, has a great syncing capacity, works on multiple devices, and each file is safe through deletions.
However, it’s not all good even with Tresorit because conflict files are common, it freezes often freezing the entire device with it, it can seem a bit expensive when compared to others, it can also be a little slower, and some people complain that retrieving a lost password is quite difficult.
Egnyte hasn’t been around for as many years as many others, but it has some unique features. It is a cloud platform offering “enterprise file synchronization and sharing,” according to Egnyte’s spokesperson. It was co-founded by Vineet Jain and incorporated in 2008, while it’s mobile apps were released in 2015. With 16,000 clients worldwide, Egnyte has already reached the benchmark of $100 million recurring revenue.
Egnyte is notably easy to install and user-friendly. Amongst Egnyte’s other offers are excellent file storage, file-sharing, fast uploads as well as downloads, great UI, version control, a great structure of permission, and outside organization sharing.
However, it isn’t flawless. It can crash easily with large files, has some syncing issues, does not support drag & drop, tracked changes are not visible while previewing word files quickly, it can lag sometimes, and it has broken links.
ShareFile is a content collaboration platform offering file-sharing and syncing opportunities. ShareFile was acquired by Citrix in 2011, and since then it has been named Citrix ShareFile. It has a lot of robust and compelling features including but not limited to workflow management, easy collaboration of documents, e-signatures, and easy Microsoft as well as Gmail integration.
ShareFile offers a free trial for 30 days with unlimited storage and inclusion of up to 5 employees. It uses 256-bit SSL, a highly appreciated security measure that is used by banks and popular e-commerce sites like Amazon. However, it has a complex folder structure, it is slow, expensive, have low upload speed, and sync might be delayed sometimes.
YouSendIt started it’s journey in 2004 and ended up as a successful cloud service provider rebranded as Hightail in 2013 changing it’s ideal from file-sharing to offering collaborating services. On it, you create a new space, name it, and create a project with a goal in it. In it, you can ask for approvals for files from included members, track activity, share drafts in a private mode with an access code. The best thing about Hightail is that despite being it’s competition, Hightail works smoothly with other file-sharing apps. Additionally, it comes with two types of plans, file sharing and creative collaboration.
On Hightail, however, it might be difficult to search, links expire pretty fast, sync lag is not uncommon, and you cannot copy download links for files. Also, the paid version is quite expensive.
MediaFire is comparatively unknown to the cool crowd, but, it’s 10GB free plan is comparable to that of Box. It can be the starting point for the budget-friendly pupil. You can easily upload files of up to 4GB in size, and MediaFire ensures that every file is scanned for viruses, a very rare feature. It is also easy to use, has great intuition, and very cost-effective.
Have you found a match yet? Look, the features and the prices are quite comparable, but you should always match features to price. It has to serve you in the long term. Software that is readily updated, and has great customer service and serves you the best is your best choice. The choice is yours — we hope that we helped you make an informed decision.
Over the past few years, we have seen a lot of innovative solutions that have eased the burden on system administrators. This is especially evident in terms of content. Today, content services platforms are taking over from content management systems (CMS). Though CMS still exist in many organizations, the future of enterprise content management (ECM) points to content services platforms.
There is a thin line between content services platforms and CMS, and these terms are often used interchangeably. Content services platforms don’t just provide the tools that you’d find on a CMS, but also harness data to provide useful insights that can help organizations improve their efficiency. Essentially, content services platforms are more flexible and powerful. That being said, some CMS platforms are upgrading their services to keep up with the trend.
Choosing a content services platform can be a difficult choice for system administrators. It is not enough to base your choice on the benefits and functionality of the platform, you also have to consider its ease of use and the on-boarding process.
Here are a few key things to consider when selecting a content services platform:
A. Cloud-Readiness: Today, most organizations coordinate their activities from the cloud or use both cloud and on-premise solutions. Therefore, it is essential for any content services platform that you choose to be cloud-ready. Cloud-ready content services platforms do not only provide data security, but also flexibility.
B. APIs and App Development: Content services platforms must have support APIs and app development to allow you to customize the solutions to the needs of your organization. This ensures you can make enterprise applications available. Ultimately, support for APIs and app development boosts productivity.
C. Analytics and Reporting: The need for analytics and reporting in content services platforms may seem unimportant, but this is one of the things that sets them apart from the traditional CMS. With machine learning, artificial intelligence, and other tools; content services platforms are able to provide valuable insights that can boost efficiency.
D. Security: This is one of the primary concerns for data admins when looking at content services platforms. Most content services platforms on the market have numerous security tools to protect your data when in storage and in transit. Plus, they are designed to meet governance compliance policies.
Some other important things to look at when choosing a content services platform is how it supports collaboration, data storage, and even its user-friendly interface. The most important factor to consider is how it will advance your organization’s strategies. Some content services platforms are best suited for large organizations and some work best for organizations in particular sectors. Therefore, you must take the time to study your options and ensure you’re making the right choice.
Here are some of the best content services platforms today. Please note that the order that these platforms appear does not reflect our opinion of their performance.
OpenText is one of the top content services platforms on the market today. The company’s EIM platform features should virtually meet every organization’s needs. Not only does OpenText EIM provide the usual CMS functionality and productivity tools like workflow management, search integration, and more, it also has an intuitive interface. The platform is mobile-friendly and can be used on the cloud. OpenText supports APIs and integrates with other applications easily. Also, OpenText EIM has tons of security provisions, so you never have to worry about the safety of your data. This platform also provides analytics and insight that can help you optimize the operations in your organization.
Alfresco is an open-source content services platform that is just as good as many closed source ECM platforms available today. Alfresco has been around since 2005 and stands out for its flexibility, performance, and incredible support. It has all the standard features that you will find on other content services platforms such as cloud compatibility, open APIs, information governance, analytics, and reporting, plus so much more. Alfresco works with open standards such as WebDAV, CMIS, and CIFS. This content services platform also offers a Business Process Management (BPM) engine called Activi, while providing 24/7 customer support.
FileCloud is built to support extended team collaboration across a wide range of devices, including mobile phones. FileCloud comes with an array of integrated tools that help you collaborate on content in real-time — including through real-time notes and co-editing of files through office suite integration. FileCloud doesn’t compromise when it comes to your security and ensures the best services to clients.
How FileCloud’s CCM supports better team collaboration:
How FileCloud enables phenomenal digital experiences:
SharePoint is a product of Microsoft. This content services platform has been around for nearly two decades and has gone through lots of improvements since it was first launched. One of the main advantages of SharePoint is that it can be easily be integrated with other Microsoft productivity tools like Office 365, OneDrive and Exchange. It is suitable for both small and large organizations. SharePoint can be used on the cloud and is can highly be customized. This is one of the best content services platforms for organizations that depend on a lot of collaboration. One of the main criticisms of SharePoint is that it is not very easy to use. However, once you figure out how it works, you won’t have any issues.
Box is a cloud-based content services platform that is integrated with machine learning to improve efficiency and provide actionable insights. The platform supports APIs so you can customize it to serve your organization better. It can be integrated with apps such as Salesforce, Slack, and NetSuite. Box comes with lots of security provisions and governance policies to ensure your data is not compromised. Box is mobile friendly. It supports collaboration, administrative control and more. Box is usually compared to cloud storage platforms like Dropbox. However, it is also a great content services platform.
OnBase by Hyland is a comprehensive content services platform that provides everything your organization needs to be productive. It provides all the tools you need to coordinate all your activities from one platform. It supports APIs and allows you to automate processes. It also provides data analytics to allow you to maximize productivity. One of the main perks of choosing Hyland’s OnBase is that you can customize it to suit your business regardless of the sector that you operate in. You also get access to technical support.
Cloud storage, file sharing, and backup service providers are often all-in-one solutions to issues faced by enterprises, especially SMBs. Common problems include team collaboration, 24/7 availability, remote working, reduced cost, data safety, and data security compliance, distributed locations, and speed of interaction and seamless communication.
So you’ve decided that moving to the cloud is the right fit for your organization. How do you choose from the huge range of service providers on the market today?
Based on the business needs and goals of an enterprise, the choices may vary, and not all solutions will meet the needs of all enterprises. On the other hand, smaller or niche enterprises may not need the complete gamut of services that some vendors are providing. It is ideal for the decision-makers in any enterprise to create a checklist and map their needs against a few chosen vendors and then work out the cost and the nature of the contract. Here are a few top choices of 2020 to be considered, when evaluating the file sharing and backup solution providers.
This file-sharing product comes from a premier provider, Microsoft, and allows people to access their files, from anywhere, using any device — all changes made will then be reflected across all devices. Offline access is also provided for better productivity, and sharing and collaborating is quite easy. Since the files are stored on OneDrive, there is no fear of losing data, or of any security issues, as it is SSL encrypted. OneDrive combined with Office365 allows people to set expiry links to the files shared for better security.
Files can be accessed based on demand, saving local space. The solution supports single sign-on, as well as Windows, Mac, and Web clients. Seamless integration with Microsoft Exchange, Office 365, and Microsoft Teams and outstanding mobile app support, audit logs, and file conflict management are just a few other attractive features of OneDrive. This is especially suitable for businesses focused on Microsoft products, as it makes your workplace smarter, faster and more productive.
Google Drive is a leader in the enterprise file sharing space, with many enterprises easily porting to the file-sharing services offered by them. The services on offer include access to Google Docs, Sheets, and more, as well as shared drives for better collaboration. Enterprise-grade security and management tools are also included in some attractively priced packages. Google also allows access via the web, mobile, or desktop with Drive File Stream and 24/7 phone and email support as well.
Google Drive is compatible with more than 100 file types making it quite a coveted product and is powered by AI to ensure you search and access the files faster. Data can be migrated with ease, and managed effectively using the tools at your disposal. There is no compromise on security whatsoever with advanced tools like Data Loss Prevention (DLP), Vault for eDiscovery and archiving Cloud Identity, and security center. Since it covers almost all the features that most small businesses look for, Google Drive is an attractive option for SMBs, who look for collaboration, integration with existing apps and file types, security and anytime access.
One of the leading enterprise-level file-access, sharing, sync and backup solution, FileCloud offers total control of data, unparalleled branding options, and free unlimited client accounts – both online and on-premises. FileCloud stands out because of many prime features that are distinct, which is also the reason why it received Gartner Peer Insights Customers’ Choice Distinction for Second Consecutive Time in 2019. Apart from a clear ‘value for money’ aspect that results in tangible savings, FileCloud is hosted in a secure, world-class data center infrastructure designed for up to 99.99% availability. Also, it provides unique capabilities to monitor, prevent, and fix data leakage, and thus collectively ensures your data protection at all times.
The endpoint backup for PCs, smartphones, and tablets makes it a unique solution, along with the box architecture that isolates every customer site from other customer sites for maximum security. The endpoint backup is a really powerful feature that plugs data loss and guarantees secure backup and restores across all platforms (Windows, Mac, Linux) and devices (Desktops and Smartphones). It automatically backs up media files from iOS and Android devices to FileCloud; along with automatic versioning for every change in files, it becomes a much-coveted and popular aspect of this solution. It also supports deleted file recovery, making it a complete data recovery solution.
Besides, it also offers custom branding, and the industry’s first-ever guarantee to export files to an on-premises FileCloud system, anytime. Also built-in are features like device management, integration with existing file servers, support for HIPAA, FINRA, FIPS 140-2 and GDPR compliances, and ransomware protection. With support for Windows, Linux and iOS with apps for Android and iOS, FileCloud manages to tick quite a few boxes where SMB requirements are concerned. To top it off, FileCloud also recently launched a Community Edition, which allows access for up to 5 users and a free, unlimited number of user accounts. This makes it a great option for small teams to work in complete sync and privacy.
With more than 1,000 customers, including the world’s leading brands like Appdynamics, Red Bull, Yamaha, BuzzFeed, Nasdaq, etc. EGNYTE boasts many coveted features. Among them, data governance, secure collaboration, regulatory compliances, cost reduction and risk mitigation of IT infrastructure and integration with more than 100 leading enterprise tools stand out.
EGNYTE solutions support multiple industries like Construction, Finance, Life Sciences, Healthcare, Manufacturing, Retail, Media and Advertising. They also offer flexible deployment models that allow for customization as well. Some of the customizable use cases are automated data retention, threat prevention, accelerate cloud migration, desktop and mobile collaboration, customized file transfer (including large files), business continuity and more.
Apart from the compliances, EGNYTE also provides single sign-on audit logs, file conflict management, and encryption that makes it quite an attractive package. The fact that it supports clients across platforms like Windows, Mac, Web, and Linux only adds to its attraction.
If a company has 70% of the Fortune 500 in its customer list, with more than 95000 companies being served, it must mean that they do have a robust and ideal product that appeals to enterprises. This must be the reason why box was recognized as an industry leader and was mentioned in the Gartner: Magic Quadrant for Content Collaboration Platforms, for the year 2018.
Features offered as part of its platform, are collaboration, security, and compliances, automated workflows, integration with more than 1000 apps, access to APIs to build on top of box, and IT administration and controls. The solutions cover multiple industries like Healthcare, Education, Retail, Construction, Life Sciences, Government, and more. They also back up their platform with consulting services that help transform your workplaces into modern digital ones. Box is an all-in-one file sharing, document and project management alternative that aims for better and more secure collaboration, and backup. box also supports single sign-on, file conflict management, encryption, and desktop and mobile apps, as well as Windows, Mac, Web and Linux clients.
Gartner, the leading research and advisory firm, has replaced the term “Enterprise Content Management (ECM)” with “Content Services Platform (CSP)” in its popular research report “Reinventing ECM: Introducing Content Services Platforms and Applications” published in Dec, 2016. Gartner feels the term “Enterprise Content Management” no longer reflects organizational needs for content in business and encourages organizations to rethink their content strategy.
Traditional ECM systems has not live up to its original promise of bringing all enterprise content into one repository. The utopian concept of single repo for all enterprise data has not happened and it is unlikely to happen in the future. Infact what has happened is an increase in number of data silos in enterprises because of the advent and use of new SaaS productivity apps. Traditional ECM systems from Alfresco, OpenText and Documentum has fulfilled to some extent the goals of compliance and control. But they have failed to provide the user experiences that end users want (any device and anywhere access) and they come short when it comes to solving new functionalities like enterprise file sharing and sync, group communication, team collaboration and others.
Gartner analysts define Content Services Platform as a “a set of services and micro services, embodied either as an integrated product suite or as separate applications that share common APIs and repositories, to exploit diverse content types and to serve multiple constituencies and numerous use cases across an organization.”
If you want a simple definition Content Services Platform are nothing but “an API centric, cloud/device-agnostic next generation enterprise content management systems that support multiple repositories, endpoints, content types and business use cases to serve multiple stakeholders across an organization.
1. While traditional ECM systems support a single repository, Content Services Platforms support external content repositories in addition to its its primary repository. For instance please see FileCloud architecture given below,
In-addition to its primary repository (Managed Storage), FileCloud supports external repositories (Network shares, AWS S3 and Azure Blob storage). A traditional ECM architecture is shown below that supports a single, primary repository.
2. Content Service Platforms are API centric. All clients use the common APIs to access the content from the repositories. For instance, all FileCloud clients (Sync, Drive, Web, Outlook Add-in, Mobile apps) use the same REST APIs to access the content
3. Compared to traditional ECM architecture, Content Service Platforms offer intuitive user interfaces and excellent UX to appeal to business users. In-addition they provide flexible architecture. Not a monolithic one .
4. Content Service Platforms offer multiple endpoint access to the content managed by CSP. For instance, FileCloud offers multiple clients (Drive, Sync, Web, Mobile apps, Browser add-ons, Salesforce integration, Outlook add-on and so on) to access the content.
5. Content Service Platforms offer integrations with popular, common line of business applications like Salesforce, SAP and others.
6. An Ideal Content Service Platform is cloud agnostic and supports public, private and hybrid cloud storage. For example FileCloud can be deployed on-premise or on public cloud infrastructure and also available as SaaS.
7. Content Service Platforms support content governance to be compliant with regulatory and organizational mandates.
8. Content Service Platforms offer powerful data leak prevention capabilities to secure and manage enterprise content. It shall also offer granular folder, sub folder level access permissions for granular access control.
9. Content Service Platforms offer flexible metadata management and enables auto classification of content to organize and secure content.
10. Content Service Platforms provide an array of content management capabilities that include versioning, document preview, annotation and editing.
Regardless of what line of business you’re into, the chances are that you have to share files with colleagues and clients from time to time. We all know the stress that comes with a large file transfer. If you are sending a large file via email, it can take forever to upload, and even when it does the file is prone to getting corrupt before it reaches your recipient.
FileCloud offers a cutting-edge solution for file sharing and collaboration. Our platform comes with lots of features that every organization (whether big or small) needs. Whether you are looking to share files, manage your team, or make your work more secure, look no further.
Here are some reasons why using FileCloud is an excellent choice.
Send Large Files and Enjoy Unlimited Storage
One feature that differentiates FileCloud from other file sharing platform is that we do not place any limits on the size of files that you can share. Therefore, you can focus on working and increasing your productivity without worrying about file size restrictions.
All you need to do to upload files on FileCloud is to drag and drop them. Email attachments are a thing of the past. With FileCloud, you can create a link to a file or folder and send it to anyone you want to share the file with via email or chat. Clicking the link would instantly give them access to the file even if they don’t have to sign up to FileCloud. What’s more, you can limit how much access recipients have to the shared files – whether they can only view it or also download it.
FileCloud does not just give you access to share files of any size, but we do not have any storage limits when you use our cloud storage platforms. This allows you to save and share all your vital documents without having to prioritize between them. No need to spend thousands on storage when you can it will cost you a fraction of that to save your files with FileCloud’s cloud platform. Alternatively, if you have an in-house server, FileCloud allows you to make the most of it.
Remote and Easy Access
FileCloud provides a hassle-free and flexible way for you to share and access files remotely. Our advanced file sharing protocol allows you to share and access shared files from people in any part of the world. You can choose to access files via the web, a mobile device, or even desktop sync. FileCloud works seamlessly regardless of the operating system you are using – Windows, Mac, Windows, or Android. This ensures you get access to all your important documents even when you are out of the office or away from your computer.
That’s not all, you can preview files right on your browser when you are using FileCloud because our platform supports different file types. This goes a long way to help you save time and avoid downloading the wrong files. FileCloud’s activity logs allow you to see who has accessed particular files. This ensures you can manage your team effectively and ensure no one is accessing files that they shouldn’t. FileCloud shares a notification every time a file is uploaded or downloaded on your cloud platform. Also, users can leave comments on files. This ensures that you do not miss any critical updates, and the work in your organization progresses smoothly.
Stay up to the Minute with Instant Synchronization
FileCloud gives you an updated version of shared files at all times. This ensures you are on the same page with your colleagues and clients. Whether it is desktop sync or on the cloud, with FileCloud, synchronization is super-fast even when you are dealing with large files. You can also choose which files to sync.
We all know about the security risks associated with sharing files on the cloud. FileCloud is dedicated to security. We have advanced management controls and security protocols like full end-to-end encryption, anti-virus scanning, and endpoint device protection. This gives you iron-clad protection.
With FileCloud, you can share confidential documents security without any chances that they’d fall into the wrong hands due to security lapses. You can even protect your shared links with a password to limit the people that have access to it. Also, you can set an expiration date for each link that you share.
Complete Control over Your Platform
FileCloud gives you full admin control over your cloud platform or in-house server network. You can put your company’s brand at the forefront, so it is what your clients and employees see when they try to access your platform.
The FileCloud user interface is pretty intuitive because we understand the importance of user experience (UX). There is no steep learning curve to get through before you understand how things function. You can show your workers and clients the ins and outs of FileCloud within a few minutes.
Additionally, the FileCloud admin dashboard gives you powerful tools to manage your users. You get to access analytics information like usage trends, the location of your users when they access the platform, and more. You can also monitor your workers, create custom workflows, and create audit reports without any stress.
Although FileCloud provides some of the best features among all file sharing platforms, our prices are more affordable than our competitors’. This is because we understand that cost shouldn’t supersede providing unmatched service. We have a pricing structure to suit every type of business, both startups, and multinational firms. Once you sign up with FileCloud, all your clients get free accounts – no matter how many clients you have. In effect, you only have to pay for the accounts used by your employees. Amazing, isn’t it? You do not have to settle for substandard service due to cost because FileCloud has got you covered. We give you the best return on investment. When you pick FileCloud, you choose to work with the best, and your satisfaction is guaranteed.
Author : Rahul Sharma
In the quest for desktop virtualization, the two main options open to organizations are virtual desktop infrastructure (VDI) and Desktop as a Service (Daas). With our growing dependence on computers and Internet-based applications, more and more organizations are opting for desktop virtualization from schools to finance companies, government agencies, and even hospitals. There are many advantages of virtual desktops including improving efficiency, lowering costs, and providing better customer service. It also supports the Bring Your Own Device (BYOD) trend.
In this blog post, we’ll highlight some key differences and similarities between them so you can make an informed decision about which is best for your establishment.
Differences between VDI and DaaS
Both VDI and DaaS allow you to access your desktop from a remote location. However, they are very different in how they are set up and operated.
The Set Up
To set up a VDI platform for your organization, you need to create a server in your data center. You’ll also need to install a VDI software on the central computer in your data center. Once that is done, you can deploy your VDI platform, and everyone on the network can access it – provided they have the proper login credentials.
On the other hand, you don’t need to set up a server and datacenter to use DaaS. Instead, you need to signup to a company that provides DaaS. Essentially, DaaS is the same as VDI in terms of functionality and remote access to your desktop.
The main downside of using DaaS is that you need the internet to access your virtual desktop. Your connection to your DaaS platform is relayed over the web. However, lack of internet connectivity does not affect an in-house VDI setup especially if you are connected to the server.
You generally need a dedicated in-house IT team if you plan to create an in-house VDI platform. There is a lot of things involved in the process including managing the software and hardware used to deploy the virtual desktop as well as troubleshooting potential issues that users may encounter. The process of setting up an in-house VDI platform can be costly. You need a powerful device in your data center as well as your VDI software and a good IT team to run everything. However, thanks to advancements in the sector, both small and big establishments can create an in-house VDI platform today.
As indicated above, with DaaS you do not create the virtual desktop but instead, subscribe to a company that provides this service over the internet. But this does not mean that you do not need an IT department to run your DaaS. However, they’d be doing less work compared to running an in-house VDI service. For example, some DaaS platforms come with only basic apps that you’ll find on a device. Therefore, you need IT experts to set up and maintain all the apps that people on the network will need.
On the surface, it appears that subscribing to a DaaS provider is a more affordable option than creating an in-house VDI. But that is not necessarily the case. Most DaaS providers charge based on the number of users that you have on the platform (i.e., the more users you have, the higher the subscription fee that you’ll have to pay). So, while the upfront cost may be low, it can climb over time as your organization grows.
The story is completely different for setting up an in-house VDI platform. Although the upfront cost will be high, that’s about it. You can add as many people to the network as required without having to spend on anything else apart from perhaps upgrading your hardware and paying for your IT staff working hours.
You invariably have more control over an in-house VDI than you do over a DaaS platform. One of the reasons why this is important is security. The recent spate of hacking incidents has forced many organizations to tighten their security protocol. The fact that DaaS is deployed over the internet makes it susceptible to hackers. DaaS service providers have a lot of security measures in place to prevent any potential data breach, but there are no guarantees.
With an in-house VDI platform, you have complete control over the network, and you can implement the best security measures to protect your data. The fact that the VDI is usually accessed by people connected to a server automatically makes it less open to unauthorized access.
How FileCloud can Help
If you are using VDI, FileCloud can be useful. We provide all the tools that you need to make the most of your virtual desktop. You can integrate FileCloud with your server.
The following are some of the benefits of choosing FileCloud:
Customization: FileCloud allows you to customize all aspects of your virtual desktop with your company’s brand. You can even select a different language for the platform.
Collaboration and Content Management: We provide a range of tools to support seamless collaboration and content management. This includes the ability to share files, add metadata and search for files, access and sync files on different devices, access to activity log on each file, smart notifications when a file is changed, custom workflows and much more. FileCloud even supports Microsoft Office apps like Word, Powerpoint, and Excel as well as PDF and DICOM files.
Security: FileCloud provides full security for your virtual desktop platform including encryption, ransomware protection, two-factor authentication, and more.
Administrator Tools: FileCloud gives you administrator access over your virtual desktop. You can manage all connected devices, restrict access to specific files, remotely wipe devices, recover deleted files, and much more.
The underlying similarity between VDI and DaaS is that they both provide you with remote access to a desktop. One is not necessarily better than the other. The option to select depends on your needs (i.e., the size of your organization and what the virtual desktop will be used for). It should be stated that DaaS is relatively newer than VDI. Some tech experts have expressed some apprehension about DaaS since it is a rapidly evolving field. The fact is that DaaS would not replace VDI anytime soon. Both platforms are likely to exist side-by-side for years to come.
Author : Rahul Sharma