Archive for the ‘EFSS’ Category

System Admin Guide for Choosing the Best Content Services Platforms


Over the past few years, we have seen a lot of innovative solutions that have eased the burden on system administrators. It is very evident in the content area. Today, content services platforms are taking over from content management systems (CMS). Though CMS is still a thing 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 do not just provide the tools that you’d find on a CMS, but also harnesses data to provide useful insights that can help organizations improve their efficiency. Essentially, content services platforms are more flexible and powerful. With that 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.


Top Content Services Platforms

Here are some of the best content services platforms today. Please note that the order that these platforms appear does not reflect how we rate them.

OpenText Enterprise Information Management (EIM)

OpenText is one of the top content services platforms around 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 so you can integrate it with other applications easily. Also, OpenText EIM has a lot 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 it 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. Alfreso also provides 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 our clients.


How FileCloud’s CCM supports better Team collaboration:

  • External and Team Collaboration — Work with different teams in a real-time environment.
  • Automated WorkFlow — End users can easily automate simple, repetitive tasks.
  • Mobile Productivity — Share, view and edit files on the go, anywhere, anytime.
  • Real-Time operations — Collaborate and share information in real-time.
  • Cloud File sharing — FileCloud comes with cloud file-sharing capability and secure cloud storage.


How FileCloud enables phenomenal Digital experiences:

  • Secure Document Repository — Securely store all your digitized content and easily access them afterward.
  • Diversified Apps — Simplify how your team can access and share data with each other.
  • Content Submission — Users can smoothly upload and capture content to initiate business processes.



SharePoint is a product of Microsoft. This content services platform has been around for nearly two decades and has gone through a lot 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.

Hyland’s OnBase

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.

Best all-in-one file share, sync, and endpoint backup solution


Cloud storage, file sharing, and backup service providers have managed to solve a lot of issues faced by enterprises, especially the SMBs. A few of these happen to be: collaboration, 24/7 availability, remote working, reduced cost, data safety, and compliances, distributed locations, and speed of interaction and seamless communication. This is perhaps why, today, businesses see that they have a huge range of service providers when they decide to move to the Cloud.

Enterprises are happy as they have multiple choices, and being a highly competitive field, they do get to evaluate and pick and choose from among the many vendors. 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. Also, few enterprises may not need the complete gamut of services that few vendors are providing. It is ideal for the decision-makers in enterprises 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 2019 to be considered while evaluating the file sharing and backup solution providers.


Microsoft OneDrive

This file-sharing product comes from a premier provider, Microsoft, and allows people to access their files, from anywhere, using any device, and any changes made will 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, and it supports single sign-on as well. It supports 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 focussed on Microsoft products, as it makes your workplace smarter, faster and more productive.

Google Drive Enterprise

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.


This is a File Access, Sharing, Sync and Backup solution for enterprises, that 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 (Win, 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 to make 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 all, they have also recently launched a Community Edition, which allows access for up to 5 users, with free unlimited number of user accounts. This makes it really great option for small teams to work in complete sync and privacy, almost like hanging out with your colleagues in your own space.


With more than 1000 customers that include a few of the world’s leading brands like Appdynamics, Red Bull, Yamaha, BuzzFeed, Nasdaq, etc. EGNYTE boasts of 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, etc. 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.



Content Services Platform vs ECM – Concepts, Overview and Capabilities

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.

What are the reasons for this change – ECM to Content Services Platform?

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.

What is Content Services Platform?

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.

Products like FileCloud, M-Files, Box and Hyland Onbase fulfill the Gartner definition and can be called as Content Services Platforms.

Core Features of Content Services Platform

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.

digital workspace

Why FileCloud is the Best Solution for Sharing Files

We are Super!

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.

Iron-Clad Security

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.

Affordable Pricing

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

Some Key Differences Between VDI and DaaS

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

Why Online File Sharing and Collaboration is Important for Enterprises

Every organization is built on teamwork. The ability to share files, collaborate, and communicate smoothly is crucial for all the processes in the workplace. In the past, sharing files and collaborating was often time-consuming and costly. However, with advancements in modern technology, it has never been easier to share files and collaborate. Today, all you need is a few clicks to get things done. No need to waste paper printing out files or wait for several hours or even days for the courier to deliver documents.  The fact is that technologies like cloud storage and virtual desktop infrastructure (VDI) have completely changed how things are done in the workplace. In this article, we’ll be looking at some of the benefits of online file sharing and collaboration for enterprises.

Cut Costs

Online file storage and sharing allows companies to reduce administrative costs. With platforms like FileCloud, there is no need to invest in large hard discs, an internal server, and other related infrastructure. You do not also need to pay couriers to deliver files to clients or colleagues at a different location. The best part is that there are cloud solutions for every type of enterprise – whether it is a small startup or a major multinational. This means companies can focus their investment on other pressing needs that will increase efficiency and productivity.

FileCloud has a flexible pricing structure to suit all businesses. You can choose to opt for our cloud storage platform or our VDI solution. Whichever option you choose, you will benefit from some of the best and most affordable online cloud storage and sharing tools available today. For example, we allow you to create free accounts for your clients and external partners so you can share documents with them securely.

Seamless Collaboration

One of the main advantages of online file storage and sharing is that collaboration is smooth. You can share files instantly, access information quickly, and avoid any unnecessary delays. That’s not all; you can work from anywhere and collaborate in real time with people in any part of the world. Today, physical location does not have to be an impediment in the quest to build the best team in your workplace. Workers can perform their duties from anywhere as though they are physically present at the office. This goes a long way to improve the overall efficiency of an organization.

FileCloud provides a variety of tools to promote seamless collaboration. For example, you can restrict access to specific files so they can only be viewed but not edited or printed. You can also leave comments on files to keep your colleagues abreast. You can even choose to receive notifications when a file or folder is changed and also automate some processes using the If This, Then That protocol. These are just a few of the tools for collaboration that you enjoy when you choose FileCloud. Some other FileCloud features that support collaboration include unlimited integration with Microsoft Office as well as unlimited file versioning so you can roll back to avoid losing anything.


Security has always been a headache for businesses, and it continues to be a problem in modern times. Online file sharing and can go a long way to reduce the security loopholes that exist in organizations. Since all your company’s files are stored in one place, it reduces the chances that careless employees can leak sensitive files to the wrong hands. The fact is that not all online file storage and sharing platforms provide the same level of security. Many cloud storage solutions like Dropbox have been victims of cyber-attacks. This is why you must choose a trusted platform like FileCloud.

At FileCloud, we understand the importance of security, so we provide full protection for your files. This includes encrypting your files in storage and during transit, scanning files to detect ransomware, and allowing you to integrate FileCloud with any enterprise anti-virus solution. You can also restore accidentally deleted files, restrict access to some files, and remotely wipe any company data from a device that is lost.

Managing Projects

Online file sharing and collaboration makes it easier than ever to manage projects. Since all your company files are stored in one place, you can check on the progress of your team and help them along. Also, you can instantly communicate with members of the team. All this means that your company can consistently meet deadlines – even if you are working remotely.

FileCloud provides everything you need to organize your workers and ensure projects get completed on-time. You can check on who worked on each file, what changes the person made to the file, and even the type of device used and the location of the person. With FileCloud, you never have to get behind on deadlines and disappoint your clients.

No Hassle during Auditing

Managers often dread auditing because it involves having to search for documents. However, with online file storage and sharing, you do not have to worry about that since there is a trail of each document. What’s more, since all your company files are stored in one place, accessing them is straightforward.

The FileCloud platform is HIPAA, FINRA, FIPS 140-2 and GDPR compliant. You can access a full audit log of each file. You can also search through your company database for files using metadata or keywords from the document.


These are just some of the benefits of online file sharing and collaboration. Ultimately, it levels the playing field for large and small enterprises and allows them to be more competitive. FileCloud is the number one solution for online file sharing and collaboration. Our award-winning platform is built with the latest technology to give you an unparalleled experience. Whether you want cloud services or a high-tech VDI platform, FileCloud is your best bet. We do not only provide you the best tools, but also 24/7 support.

Author : Rahul Sharma

How VDI Can Benefit a Small Business

The business world is more competitive than ever today. While the internet creates a level playing, it also exposes both small and large companies to the same issues in terms of security and productivity. Contrary to what some may think, virtual desktop infrastructure (VDI) can benefit small businesses in multiple ways. As a small business owner, if you believe VDI is costly and complicated, then you’re still living in the past. At FileCloud,
the #1 file collaboration platform for VDI, we have flexible pricing packages to suit both small and large businesses. What’s more, we go to great lengths to make your migration to VDI as smooth and straightforward as possible.

In this blog post, we’ll look at some reasons why small businesses need to consider moving to a File collaboration platform for VDI .

1. VDI is Less Expensive

Shifting to VDI allows small businesses to save money in different ways. Let’s look at a scenario. Imagine a software development startup with about 20 employees. Typically, the management of such a company would have to purchase hardware and software for the employees to do their work. Remember, for the employees to do a good job, they need high-quality apps and devices, which can be quite expensive. Not to mention the time it would take IT staff to have all these devices setup, frequently update them and troubleshoot problems. All this adds up to more cost.

With VDI, the management of such a company can slash their cost drastically. First, instead of buying multiple copies of the same apps for employees to use, the company needs just one copy of each app. Also, instead of getting a device for each employee, only one powerful device is required for the data center. Once the apps are installed on the device in the data center, everyone has access to them. And employees can be encouraged to bring their own devices to work without compromising on security. But that’s not all, with VDI, your IT staff spend less time doing the same thing over and over again. Instead of installing and updating apps on different devices, all this is done once at the data center and everyone in the organization benefits from it.

2. VDI Supports Flexibility

The modern workplace has changed drastically over the past few decades. Today, you can work from anywhere – from your home, a coffee shop a few blocks from your office or even thousands of miles away on another continent. This has gone a long way to boost productivity. However, it has also led to some challenges. For example, how do you ensure that your workers are not using a compromised network connection? Also, how do you ensure that everyone you employ uses the same apps for uniformity and easy collaboration? Well, the answer is VDI.

VDI does not only protect you from the security risks associated with allowing your employees to work from anywhere, but it also guarantees that they have all the apps they need. What’s more, you can perform vital updates right from your data center. With VDI, you can run a completely virtual workplace and still enjoy the same security and collaborative advantages as companies that have a physical workplace. After all, outsourcing is very important for small businesses. But it is not just about allowing your employees to work from anywhere, VDI allows your workers to use any device of their choice – a laptop, desktop, tablet or even a phone!

3. VDI Gives You a Competitive Advantage

To succeed in the fast-paced world today, you need to respond to opportunities and challenges quickly, but this is not always possible. VDI gives small businesses a competitive advantage by allowing you to collaborate easily and serve your clients better. Since your workers have all the apps they need to work at any time, they can get their job done faster. FileCloud has various tools to support collaboration including allowing you to receive notifications when files are changed and supporting custom workflows to automate specific processes.

VDI also reduces downtime and prevents accidents from holding up your work. How many times have we heard about a project getting paused momentarily because someone’s device got spoilt and it has to be fixed before the work can continue since it contains all the files? You never have to deal with this ever again if you move to VDI. This is because the files and apps are stored at the data center. Therefore, you don’t have to deal with such unforeseen delays. Ultimately, VDI allows you to provide the best service to your clients and beat the competition.

4.  VDI Means Better Security

Hacking is one of the biggest security threats of this era, and small companies are not exempted. One of the best ways to guarantee security in your company is to use VDI. For starters, you don’t have to worry about a malware attack once you have reliable updated antivirus software installed on the computer in your data center. Typically, companies rely on each worker to install and update the antivirus on their devices, but we all know that not everyone does it. Some may forget, some may not prioritize security so much, and some may not even know how to go about it. But why leave the safety of vital data in the hands of your workers when you can guarantee it is safe at all times with VDI? When you choose a file collaboration platform for VDI like FileCloud, you are protected at all times whether your employees are working remotely or at the office. We encrypt your files both at rest and while in transit. We also provide ransomware protection and support integration with your antivirus software.

VDI does not only provide security by preventing unauthorized access, but it also prevents data loss. FileCloud allows you to backup and restore your files quickly.


It is clear that small businesses can benefit from VDI just as much as large corporations. At FileCloud, we understand that every company is different. Therefore, we strive to provide you a solution that meets the peculiar needs of your business; from allowing you to choose how you want to host your files to allow you to customize and manage your VDI platform as you want, we ensure that our solutions are tailor-fitted for the problems your business is facing. 

Author: Rahul Sharma

The Limitations of SaaS Vendor Back-up

The modern enterprise is adopting new solutions in order to reduce costs. Most of them are leaning towards Software-as-a-Service (SaaS) solutions, to utilize the clouds unique ability to proselytize strong, collaborative work environments. Forrester recently forecasted that the SaaS market with expand to $157 billion by 2020. This ballooning growth in SaaS usage will engender a pro rata increase in the migration of customer data, from on-premises to the cloud. Considering the sensitive and critical nature of customer related business data, the need to secure cloud data has never been more apparent.

Despite the fact that cloud services may provide high degrees of availability and resilience, they rarely meet all the back up and recovery needs for most organizations. Nonetheless, infrastructure and operations decision makers still sent sensitive data to SaaS vendors without any plan for guaranteeing data resiliency. In a data driven world, data loss constitutes a nightmare for any organization. Whether it’s as a result of accidental deletion, natural disaster, equipment failure or a cyber attack, it will lead to disruption and a subsequent loss of business opportunities. Don’t leave any room for data loss, proactively protect cloud data before it’s too late. Below are some of the limitations of SaaS backup and recovery.

They Can’t Protect You from Yourself

Human error continues to be a leading cause of data loss from SaaS applications – not data corruptions, hardware failures, or complex security breaches, but mistakes employees make whilst doing their work. Accidental deletion can be particularly problematic if the user doesn’t immediately notice the deletion and the data ages out of their trashcan. Human error may also take the form of accidentally overwriting business information with incorrect data. Preventing sync errors is nearly impossible when you’re importing data from an application or synching a device – something that most SaaS providers cannot reverse in their platform since they are impelled to execute your requests and can’t determine if the request was malicious or accidental. Humans can’t be predicted or completely eliminated, it’s up to you to curb the risk of user-driven data loss by backing up your SaaS data.

You Are Still Vulnerable to Hackers

Unauthorized access or malicious attacks by hackers remains the focal point of concern for companies since it results in radical data alteration and even permanent data deletion. Criminals typically target on premise systems, but ransomware and other forms of malware also affects data in SaaS applications. There are limited recovery methods and options in the event this occurs. The valuable data you store in SaaS applications can be irrevocably lost to the efforts of a hacker, unless a secure solution is put in place to back it up and restore it.

They Are the Single Point of Failure

While SaaS providers tout built in high availability capabilities, it’s hard to ignore murphy’s law – if anything that can go wrong, it will. An unforeseen, protracted SaaS outage can paralyze your business. Unless you have a plan in place to handle such a predicament, you will likely loose access to your data. In such a scenario the onus may entirely fall on you. Most SaaS providers have SLAs that stipulate they can’t be held accountable for lost revenue, indemnifying them from any liability when it comes to business interruptions. I&O leaders have to proactively mitigate such risks instead of waiting for the loss to occur. In order to secure the business, ensure you are well informed about your SaaS vendor’s backup policies and work with a cloud-to-cloud back vendor to backup critical data.

You Are Not Guaranteed Recovery

Since a SaaS vendor is incapable of detecting genuine data loss, it does not accept responsibility for user data. This means that while the preponderance of SaaS offering have powerful methodologies for the backup and restoration of data within their aforementioned scope of responsibility, they may fail to make this technology available to their customer. Additionally, data retention policies may not be sufficient since there are limitations when it comes to deleted data, recoverable data, and legal holds. Deleted items are only stored for a specific length of time, once that time has elapsed, the data is forever lost. Data recovery from SaaS apps could take anywhere between minutes and weeks. Furthermore, end-users may not have full control over which data is recoverable. In some situations, it’s all or nothing, while in others data has to be manually restored into the application.

Author: Gabriel Lando

Cognitive Search: A New Generation of Enterprise search

Enterprise search
A lot of organizations have begun making significant investments in digital transformation in order to fill their operational gaps. One of the areas seeing this transformation is search, mainstream search is broken. Data volumes are growing at an exponential rate – the digital world is expected to create 163 zettabytes of data in 2025, a 10x increase compared to 2016. The concern for a lot of companies will be making information easily accessible to employees and customers. Employees already spend too much time searching for content. According to one study, knowledge workers spend 20 percent or more of their day searching for relevant and timely content. Employees should have the ability to find information, and gain insight, via a spoken question, an image, a natural language text input, or virtually any other way that feels intuitive and natural. Traditional enterprise search functions have shortcomings that make it difficult or at times impossible for users to find the information they seek. Modern, machine-learning based search is capable of transforming the way employees find answers and gain insights. This approach is commonly referred to as ‘cognitive search’, an increasingly powerful way to handle the data and knowledge-sharing challenges that modern enterprises commonly face.

Cognitive search is radically transforming the process of retrieving files. Search has now transcended basic keyword matching; it has evolved to become ‘cognitive’ – the ability to provide relevant answers to natural language questions. Manually searching for documents and files within enterprise systems is declining. Large enterprises have begun showing a dire inclination towards this disruptive technology. With all the hype around cognitive search and artificial intelligence (AI) in general, it’s seemingly difficult to grasp how to actually apply these new technologies to improve the workplace. Having a basic understanding of cognitive search and how it relates to traditional enterprise search is the first step towards establishing an effective cognitive search system and setting it up for ongoing growth.

Enterprise Search Vs Cognitive Search

In a recent brief, Forrester, research firm, defined cognitive search as – “the generation of enterprise search solutions that utilize AI technologies like machine learning and natural language processing (NLP) to ingest, understand, organize, and query digital content from several data sources”. Cognitive software mimics human behavior like perceiving, inferring, reasoning, and making hypotheses. And when coupled with advanced automation, these systems can further be trained to perform judgment-intensive tasks. Enterprise platforms with cognitive computing abilities are capable of interacting with users in a natural manner. With time, they can learn user behavioral patterns and preferences. This allows them to establish links between related data from both external and internal sources.

The major drawback of traditional enterprise search is that information is typically poorly defined and datasets are dispersed across multiple systems. Although it allows for in-depth indexing, tagging and keyword implementation, this is not always sufficient when making data based decisions. Cognitive search fills in the gaps, and augments what enterprise search is capable of doing.

Cognitive search offers the potential for phenomenal improvements in the efficiency, relevance, and accuracy of insight discovery. While some may view cognitive search as simply traditional search augmented by artificial intelligence and machine learning, there is actually a complex combination of capabilities that distinguishes, and makes it superior to traditional enterprise search. Cognitive search transcends search engines to amalgamate a vast array of data sources, along with avant-garde tagging automation, greatly improving how an organization’s employees find, discover and access the information they require to complete their tasks.

Most of the design elements used to build enterprise search can be utilized as the foundation for implementing cognitive search. While enterprise simply locates the data, cognitive applies user analytics to it in order or enhance understanding while also unearthing deeper trends that may have otherwise been missed.

The Impact of Cognitive Search

The workflow of an estimated 54 percent of global information workers is interrupted a few times or more per month, when trying to get access to answers, insights and information. Cognitive search can shift that paradigm by extracting the most relevant piece of information from large sets of varied and intricate data sources. According to the Economist, while content doubles every 90 days, 80 percent of the content information workers rely on for core revenue generation activities remains unstructured. This dramatic growth of unstructured content has become a challenge for several enterprises.

With cognitive search, knowledge worker searching internal systems are more likely to find the information they need. Customers looking through a company’s website can more easily find answers to their queries online. From a customer service and marketing perspective, this is a huge plus since it directly translates to a reduction in call center volumes while increasing overall customer satisfaction. Like humans, cognitive systems learn on the job, as more information is made available to them. That’s excellent news, given the rate at which the digital universe is growing each year.

Most companies are already using cognitive applications to target marketing campaigns; however, cognitive search is yet to be widely adopted. This is starting to change, as NLP – which previously required complex hardware, approaches mainstream appeal, primarily via the cloud. Cognitive search will likely have a greater impact on enterprise operations.


Author: Gabriel Lando
image courtesy of

10 File Sharing Commandments



If you keenly reviewed all cloud services and their corresponding impacts on enterprises, EFSS would arguably be among the top revolutionary solutions. Before enterprises discovered it, the business scene was nothing close to what it is today.

With 21.3% of employees struggling to search and locate files even on standard PCs, productivity was an issue for both large and small businesses. Of course, this seemed normal then. But, if you analyzed the whole setup in retrospect after application of EFSS, you’ll notice major inefficiencies in both time and resource use.

Finding a single file, on average, took 18 minutes. This translates to half a day dedicated to searching and retrieving information for every worker. So essentially, a week or 5 working days would actually be two and half days of actual task handling, while the rest would be devoted to mining and distributing data.

Although cloud-based file sharing took some time to catch up, it has largely been a welcome tool in all types of enterprises. It’s now possible to coordinate information between a client in Chicago and a worker based in London.

Due to varying needs, file sharing solutions have since diversified, and businesses are now able to choose from multiple alternatives. While some are simply alternatives to distributing information online through FTP, others are used in tandem with third-party solutions to provide a collaboration suite that collectively facilitates file editing, review, versioning, approval, commenting and sharing.

Currently, an average business is utilizing 171 collaboration apps and 57 file sharing solutions. The proponents of this system claim that it helps enterprises capitalize on the services’ individual strengths. But the truth of the matter is that such a myriad of similar apps introduces complications in the overall IT infrastructure. Besides triggering increased security vulnerabilities, it misaligns the database architecture with enterprise goals.

So, to help you achieve effectual and secure file sharing, here are 10 critical rules your organization should follow:

  1. Maintain Simple Permissions

Of course, you can develop tens of groups to manage shared files by granting distinct permissions at separate levels. While this is arguably much more secure, it complicates the whole structure for all employees, occasionally resulting in immense inefficiencies.

Instead of this system, consider using a much simpler approach that helps shared file owners figure out their way around the system as they share the files. Otherwise, they may end up blindly sharing files with unauthorized users.

  1. Take Advantage of Security Groups

Most organizations are composed of several departments, each with its own group of employees handling similar tasks. They keep sharing the same types of files back and forth in their regular work duties. While each individual uses a distinct user account, employees in one department typically have the same level of security clearance.

So, instead of repeatedly going through all the files to award individual user permissions, do this at the security group level. A set of users in the same security group will have similar file permissions across the board.

  1. Give Security Groups Descriptive Names

If you belong to a large organization, you could end up dealing with tens or hundreds of security groups. Recalling individual permissions, therefore, becomes challenging, forcing you to repeatedly waste time to review several groups’ privileges each time you need to add a new user or restructure the system.

A thoughtful way to work around this would be awarding names that describe each group’s permissions. This gives you a direct mapping of individual privileges, consequently making life much easier.

  1. Define Respective Hierarchy Levels

Only governmental organizations award distinct hierarchy levels to each employee at the recruitment stage. Others mostly operate under assumed levels, consequently complicating the whole process of awarding file permissions.

So make an appointment with the human resource department to define respective hierarchy levels for each user. The resultant structure should subsequently be approved by the company executives before final implementation.

  1. Know How To Establish Effective Permissions

Establishing the organization structure and the corresponding hierarchy level for each employee is one thing. Interpreting this and awarding requisite permissions is a separate process altogether. It could be very confusing, especially at the lower half, where multiple users may be on the same level but with separate job duties.

To effectively establish requisite permissions for each user, compare the hierarchy with respective job duties and descriptions. This should help you determine security clearance levels that should be mirrored by the permissions.

  1. Avoid using The Everyone Group

In most systems, the Everyone group comes with full file control permissions by default. Therefore, to avoid potential multiple security vulnerabilities, avoid using the group. Instead, use an authenticated users group for universal file sharing.

  1. Create a Global Deny Group

Although it may be rare, you may occasionally need to quickly block off a user from all the resources in the system. However, this may not be so simple especially if you have multiple servers and numerous file shares, with many users awarded permissions for randomly scattered files.

With a global deny group, however, you’ll be able to conveniently deny resource access across the board by simply adding a user.

  1. Establish Full Time Permission Policing

With time, group administrators with senior privileges may start modifying shared file permissions and end up granting too many users full control. While this may be done to help others users share files freely, it substantially increases the risk of a potential breach.

So you may need to actively police permissions you’ve awarded by keeping track of them through a spreadsheet.

  1. Have an Emergency Response Strategy

Even with a solid security framework, it’s impossible to guarantee 100% safety of the data. You have to be prepared for a possible infiltration or data loss by developing an effective emergency response strategy.

A good way to do this is maintaining real-time backups, complete with shared file permissions on separate servers.

  1. Give Users Shortcuts To Shared Resources

All things considered, the primary reason why organizations are leveraging EFSS is the allure of improved efficiency. Instead of leaving it off at shared resources, you could make access easier for users by giving them centrally managed shortcuts.



Your ability to follow through with these guidelines ultimately depends on your EFSS user friendliness and overall features. Get in touch with us today to take advantage of a well-designed interface and extensive system features.


 Author: Davis Porter