Archive for the ‘Enterprise File Sharing’ Category

FileCloud Now Runs RHEL 8 with DISA STIG Profile

At FileCloud, we’re always working to make sure our system fulfills the security requirements of companies and organizations, specifically compliance with government regulations. To accomplish this, FileCloud offers top-notch security features such as virus and ransomware protection, advanced digital rights management and folder permissions, and DLP and two-factor authentication. Additionally, FileCloud’s compliance dashboard helps compliance officers and administrators remain in line with ITAR regulations and will soon also provide support for GDPR and HIPPA requirements.

Now, it is even easier for government agencies, specifically the US DoD (Department of Defense), to run FileCloud in accordance with their guidelines because it can now run on RHEL 8 with DISA STIG Profile.

What is DISA?

DISA, (or The Defense Information System Agency) is a combat support agency that supports the DoD specifically with IT and communications (essentially how information is distributed, managed, and organized).

Every organization has different internal regulations and requirements, and governmental agencies often have more than usual, specifically for the security of the US and its government. That’s where STIGs come in.

What are STIGs?

STIGs (or Security Technical Implementation Guides) are guides that DISA releases specifically based on use of an application within DoD agencies. These guides essentially tell anyone working for the DoD how they must handle the software and systems they use.

DISA puts out and maintains hundreds of STIGs to ensure DoD information is being kept and shared securely.

These regulations might seem like a lot of work, but these STIGs allow developers and administrators to properly maintain software and hardware, update protocols, and even identify security weaknesses or issues in code.

There are three different DISA STIG categories organized from the severity of risk (that could result in intense consequences if not taken, including loss of life, mission failure, and not being able to operate) to less severe risks (like increased vulnerabilities, delays, and inaccurate information).

Essentially, if FileCloud needs to be run within the DoD (based on how the DoD agency wants to use FileCloud) DISA gives the agency a list of STIGS to comply with in order to run FileCloud while still following regulations. This includes being able to run FileCloud within RHEL 8 as long as the STIGs are followed.

What is RHEL 8?

RHEL 8 is developed by Red Hat, and, according to Red Hat, “gives organizations a consistent OS across public, private, and hybrid cloud environments. It provides version choice, long life-cycle commitments, a robust ecosystem of certified hardware, software, and cloud partners, and now comes with built-in management and predictive analytics.”

This, in essence, turns on controls at the OS level. With specific controls on, the OS limits application installing, running, and even forces certain behaviors on the application.

DISA recently worked with Red Hat to develop and release a STIG for RHEL 8 that is approved to run within the DoD as long as the STIG is properly followed.

How Does this Apply to FileCloud?

As always, we want FileCloud to be useful and compliant within all companies and organizations, and specifically within the DoD. Prior to enabling FileCloud to run on RHEL 8 with DISA STIG controls, we had already worked on similar capabilities, such as running FileCloud on Centos with FIP-140 control enabled at the OS level, so we knew it was possible.

Why We Did It?

At FileCloud we encourage all our employees to speak up, from marketing to sales, and one of our amazing sales team members saw the need for FileCloud to run on RHEL 8 with a DISA STIG profile.

The problem was brought forward, and our sales team worked with our development team in order to find a solution. Ultimately, we were able to make it so that FileCloud can be installed on RHEL 8 with DISA STIG controls on.

What this Means for The US Department of Defense and FileCloud

As we said at the beginning of this blog, we’re always working to make it easy for users to use FileCloud. Sometimes this means adding new features like Workflow Automations and an ITAR Compliance Center, other times it means working within DISA STIGs in order to make it easier for DoD agencies to use FileCloud even within their regulations.

Now that FileCloud runs on RHEL 8 with DISA STIG controls, it’s easier than ever for the DoD to use FileCloud’s secure storage and file sharing system, along with its other impressive benefits and features like advanced DLP, integrations with systems like Microsoft Office, Teams, and Only Office, and Metadata management and personalized branding.

How to Perform MongoDB Upgrade for High Availability from 3.6 to 4.2

MongoD

At FileCloud, we’re always working to make sure our systems are upgraded to the highest possible standard.

With our 21.1 update, FileCloud MongoDB has been upgraded from 3.6 to 4.2.

For standalone installations, the script will automatically upgrade the version, as it includes compatibility checks and issues. Prior to web node upgrades, the MongoDB cluster will need to be upgraded manually.

Below are the steps to upgrade MongoDB Servers in Linux:

Step 1: Set Feature Compatibility to 3.6

mongo –host {IP address of Primary}  –eval “db.adminCommand( { setFeatureCompatibilityVersion: ‘3.6’ } )”

Step 2: Upgrade Secondary Nodes to 4.0

In Linux versions, you can use the command filecloudcp -m40 which should help you upgrade the MongoDB from 3.6 to 4.0

Step 3: Stepdown current primary as secondary

rs.stepDown()

Step 4: Upgrade the last server to 4.0

Step 5: Set Feature Compatibility to 4.0 in the current Primary Server

mongo –host {IP address of Primary} “db.adminCommand( { setFeatureCompatibilityVersion: ‘4.0’ } )”

Step 6: Upgrade Secondary Nodes from 4.0 to 4.2 one by one using the below commands:

filecloudcp -m42

Step 7: Stepdown current primary as secondary

rs.stepDown()

Step 8: Run command in Step 6 to upgrade all the MongoDB servers to 4.2

Step 9: Set Feature Compatibility to 4.2 in the current Primary Server

mongo –host {IP address of Primary} “db.adminCommand( { setFeatureCompatibilityVersion: ‘4.2’ } )”

After upgrading the MongoDB servers, you can run the command filecloudcp -u on all the web servers which should help you to upgrade the FileCloud webservers to the latest version.

Below are the steps to upgrade MongoDB Servers in Windows:

Download the file https://patch.codelathe.com/tonidocloud/live/scripts/fc/filecloudcp.ps1 and place it under Xampp\htdocs\resources\tools

Step 1: Set Feature Compatibility to 3.6

mongo –host {IP address of Primary}  –eval “db.adminCommand( { setFeatureCompatibilityVersion: ‘3.6’ } )”

Step 2: Upgrade Secondary Nodes to 4.0

In Linux versions, you can use the command Xampp\htdocs\resources\tools\filecloudcp -m40 which should help you upgrade the MongoDB from 3.6 to 4.0

Step 3: Stepdown current primary as secondary

rs.stepDown()

Step 4: Upgrade the last server to 4.0

Step 5: Set Feature Compatibility to 4.0 in the current Primary Server

mongo –host {IP address of Primary} “db.adminCommand( { setFeatureCompatibilityVersion: ‘4.0’ } )”

Step 6: Upgrade Secondary Nodes from 4.0 to 4.2 one by one using the below commands:

Xampp\htdocs\resources\tools\filecloudcp -m42

Step 7: Stepdown current primary as secondary

rs.stepDown()

Step 8: Run command in Step 6 to upgrade all the MongoDB servers to 4.2

Step 9: Set Feature Compatibility to 4.2 in the current Primary Server

mongo –host {IP address of Primary} “db.adminCommand( { setFeatureCompatibilityVersion: ‘4.2’ } )”

After upgrading the MongoDB servers, you can run the command filecloudcp -u on all the web servers which will help you to upgrade the FileCloud webservers to the latest version.

In case of any issues with the upgrade, please feel free to open a ticket with our support team at support@codelathe.com

Article written by Nandakumar Chitrasuresh

Security Monthly: Company Data in the Cloud

This article is the first entry in the Security Monthly series, where we will discuss recent and important events regarding security incidents, data protection, notable attacks, and related topics. To kick off our series, we will cover four attacks that demonstrate different aspects of how modern security breaches are operated.

Critical Infrastructure Needs to be Cyber-proof

There has been an increasing trend of critical infrastructure (emergency call centers, grid line controls, power plants, etc.) migrating service operations to the cloud. This migration leaves certain infrastructures vulnerable to cyberattacks. A European Union study highlights the need for a more organized approach toward securing critical infrastructure, similar to what is seen in technology companies. The report shows that a systemic approach to protecting institutions and organizations critical to a larger population must be considered from the ideation phase. Cybersecurity considerations thus become operational requirements – it is a crucial part of any business or endeavor.

With cloud adoption rising, the associated risk of being attacked is also increasing. There are many types of issues in software that can be exploited by hackers – as developer tooling and experience rises, so does the number of new developers and hackers. Armed with knowledge of which attack is most popular, we can better prepare for a security incident.

The list of top ten important vulnerabilities for 2021 is available on the OWASP website, along with in-depth analysis and context behind each of the vulnerabilities depicted below and the methodology behind how this list was calculated.

Fig 1. OWASP Top 10 Vulnerabilities Shift 2017 to 2021

Consequences for Poor Cybersecurity

With the need to protect critical infrastructure comes the need to immunize infrastructure (or at least have a backup plan) against the most typical vulnerabilities. Broken access control can lead to disaster scenarios such as losing control over nuclear reactors or leaking millions of credit card information or a billion users’ passwords online. All these attacks exploited one or more of the known, popular vulnerabilities.

In this introductory article, we will take a look at some of the more popular and recently talked about attacks from around the world. First, we will review the recent attack mitigated by Azure Cloud. We’ll follow with another Microsoft company, LinkedIn, which fell victim to an attack that leaked 700 million users’ data, only two months after a breach that leaked 500 million users.

We will then examine a leak of 1.1 billion users’ information from Alibaba, where a malicious actor was scraping the platform’s data containing sensitive information over a period of eight months. The last piece will show an infrastructure attack on npm (Node Package Manager) by publishing a package with crypto-mining malware.

The need to protect critical systems will become more prevalent in the systems that engineers create. Consider the current possibility: an attack on your local home server running your IoT doorbells can lock you out of your home; imagine what can happen if a nuclear power plant is hacked.

We hope to never know.

Azure Cloud Mitigates 2.4 Tbps DDoS Attack

Graph showing bandwidth spikes registered by Azure during 2021 DDoS Attack

Fig 2. UDP bandwidth mitigation timeframe by Azure

In the last weeks of August, Microsoft’s Azure service was able to save a customer hosting his data in Europe – it was the biggest attack to date in terms of volume, with over 70 thousand hosts sending requests. The inbound traffic was 140% larger than the impressive attack from 2020, also mitigated by Azure.

Though the blog post covering the incident does not share details, other news outlets state the attack was a type of DDOS known as UDP reflection.

“Reflected amplification attacks are a type of denial of service attacks wherein a threat actor takes advantage of the connectionless nature of UDP protocol with spoofed requests so as to overwhelm a target server or network with a flood of packets, causing disruption or rendering the server and its surrounding infrastructure unavailable.” thehackernews report

Azure was able to fend off this attack due to the massive scale of the cloud, applying specific logic that could siphon the huge data wave before it ever arrived at the customer service. The solution was implemented behind the scenes, with customers experiencing no issues during the attack.

With services delivered over the internet, the risk of disruption is high – especially for high-risk targets. The abundance of IoT devices that form new botnets is such that protection against denial of service attacks must be considered when working on a critical system.

It is not an easy task, as DDoS mitigation happens at a very low level – not every company is able to invest in precautions. Even fewer companies are able to build in-house solutions to handle data floods of such volume.

Slow Yet Thorough – How to Scrape a LinkedIn Profile

The news of the attack came via email from a concerned author at PrivacyShark, who saw a list of LinkedIn user data for sale on a hacker forum. Due to the hack, private emails and phone numbers were hosted online, available to malicious actors for spam and identity theft.

The issue of identity theft is serious, as it leads to losses on the order of 56 billion USD, as reported by CNBC. The total number of US citizens hit by an identity fraud attempt is on the order of 45 million. If there is one thing we can take for certain, it is that data in circulation is being put to use by criminals at ever faster rates. Furthermore, attackers are using new approaches to access user data, which may occupy a legal grey area, such as automated scraping.

This activity does pose some interesting legal questions. LinkedIn is currently involved in a Supreme Court case that seeks to define online scraping as illegal. If the ruling is in LinkedIn’s favor, scraping their or other social websites could be deemed as criminal activity.

man in front of screen with cybersecurity icons

An Alibaba Hack Leads to New Laws in China

The attack on Taobao, part of Alibaba, had led to criminal prosecution and jail for the attacker as well as his employer. Personal data was siphoned out of the system for over eight months by an employee of a consultancy firm.

The data was supposedly not sold online. The judge ruled jail terms of three years, with fines totaling 70K USD. In the aftermath of this case, China introduced new data protection laws, granting the state the ability to shut down services at will or fine companies found mishandling core state data.

Subsequently, a personal information protection policy is also in the works as the government is heavily invested in IT infrastructure. This law will give immense power to officials running the country.

It is worth noting that security issues can lead to significant changes in federal and global laws. With IT security being considered at legislative levels, cybersecurity is an increasingly important subject for lawmakers to understand. After all, if those crafting and implementing new laws do not understand what they are doing, how can they make an informed decision on the matter?

npm Hosting Crypto Mining Malware

With over six million weekly downloads, UAParser.js is a popular package used by developers all around the world. However, malicious versions of this package entered the registry, likely through a hijacked account.

All computers running the package version served as open hosts to malware and trojans, starting a vicious cycle of infestation – this was an attack placed deep in the supply chain.

 “The malicious versions were found to steal data (including passwords and Chrome cookies, perhaps much more) from computers or run a crypto-currency miner.” Hackaday

 The response to the attack was immediately put to public attention, and users could mitigate the issue once seen. It’s not yet clear how big of an impact this caused in the real world.

The important takeaway from this story is that supply chain attacks that lead to ransomware are easier than ever (remember Kaseya?) and do real harm. It only shows that even developers, who supposedly know a thing or two about security, can be vulnerable too.

An important element of this story is that once the attack was confirmed, the npm registry pulled all infected packages. Swift action can be a deciding factor in how well cybersecurity issues are resolved and how companies recover.

Conclusions

Data safety, compliance, and security for sensitive information are prime topics for every industry touched by digital transformation. To create a secure ecosystem, it is important to know not only the systems we create but to also understand the attacks and outcomes for end-users. It’s crucial for users and designers to tread carefully when securing a system.

A leaked email may be relatively mild on the scale of hacking worries. Leaking credit card data or social security numbers, on the other hand, has real-world implications. Since the pandemic and the global drift toward remote work, hackers have developed new methods of stealing user data and money with each passing month.

Several organizations were not prepared to move toward digitized platforms and the predators lurking in the network. With cyberspace full of technologically advanced attackers, it is ever more important to stay on the safe side, with multiple layers of protection and strong IT practices.

The next entry in the Security Monthly series will describe ransomware attacks, as well as new attacks that use AI – stay tuned!

Article written by Piotr Słupski

What Can Secure File Sharing Do for the Legal Industry?

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Secure file sharing has become a necessity in almost all industries. From small businesses that want to easily share files with their clients, to large corporations that need specific compliance and governance regulations, secure file sharing is an aspect of business that all companies need to consider.

The legal industry is no exception. In fact, given the security needed for the sensitive materials legal professionals work with, secure file sharing should be a top consideration for any firm or business within the industry.

What is Secure File Sharing?

Because so much of work is now done online, most people share files without ever considering what they’re doing—or if what they’re doing is secure. Have you ever sent a file to someone from Google Drive or Dropbox? If so, then you’ve shared files. Of course, both Google Drive and Dropbox have security protocols in place, but those protocols still might not fit your company’s needs.

Secure file sharing is just sending files from one person to another while knowing that those files (especially ones with sensitive information) can’t be accessed by a hacker or unauthorized person.

This is important for many industries, but it is vital for those working within the legal industry. Because those in the legal industry work with sensitive and often confidential documents and media, it is necessary for anyone sharing files to be certain that their clients’ and firm’s information is secure.

There are so many different file sharing systems now that selecting one for your company can feel overwhelming. However, there are specific features you can look for that are important for the legal industry to have in their file sharing systems.

Let’s go over those features now.

File Sharing Features for the Legal Industry

Legal professionals and law firms often face regulations that require them to handle confidential data in a secure and compliant way. Additionally, all major companies dealing with law firms expect top security due to exchange of proprietary information.

Security

It’s important that any file sharing system you’re using lists security as one of its top priorities. Given the sensitive nature of many of the documents and media used within the legal industry, it’s important that your security is top-notch. Options like antivirus and ransomware protection, end-to-end encryption, and secure cloud storage are all important aspects of secure file sharing. Additionally, permission settings should be able to be customized by the administrator. Ideally, a secure file sharing platform will provide access to users and guests to ensure only authorized individuals can interact with confidential files.

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Figure 1: Secure Link

Cloud Storage and Hosting Capabilities

There are many different options when it comes to storage for file sharing systems. One reason many people use file sharing systems is because of their cloud storage capabilities. Cloud storage allows users to access their files from any device. This is especially helpful as more and more companies turn to remote work.

Cloud storage services are typically divided into three options: private, public, and hybrid. The best option for a file storage and sharing platform will depend on the regulatory, user, and data requirements of your firm or business.

Private or on-premises hosting means to host the data and file sharing platform on your own server, behind a firewall. Some companies prefer to store everything on their own server as this allows them to have complete control over their data.

Public cloud services host the file storage and sharing platform on behalf of their client in their data centers (like Dropbox and Google Drive). There are fewer options for customization or security settings, but this can be a good option for firms needing scalability without the responsibility of managing the cloud infrastructure directly.

Hybrid services typically combine public and private cloud storage solutions, so that clients have both an on-premises server for highly sensitive data combined with a public cloud service for archived data.

Retention Policies

Specific retention policies give admins the ability to implement types of hierarchical holds, including admin hold, legal hold, trash retention, and archival. These policies are attached to files and folders.

  • Admin Hold – This type of hold outranks all other policies and prevents updating/deleting content for an indefinite period.
  • Legal Hold – Designed to retain data for important legal cases or discoveries. During this time, file modifications are not allowed.
  • Trash Retention – An action that can be set to automatically delete all files in trash bins permanently off the sever.
  • Archival – This helps you move and store old content over the long term, with no deletion allowed until a specified time.

Legal hold is an especially important requirement for a file sharing solution used by the legal industry. Look for file sharing systems that offers options for legal hold—beyond retaining specific files, users will receive a notification telling them not to delete electronic or paper documents that are important for a legal case.

Governance and Regulatory Compliance

Governance and retention policies are often a vital part of working within the legal industry. That’s why it’s important to be able to set retention policies based on your regulatory requirements.

Some file sharing systems even offer compliance systems that help your administrator meet governance requirements for ITAR, HIPPA, GDPR, and more. These compliance configurations combine retention policies with other security and administrative features like metadata, content classification, audits, Data Leak Protection, and Digital Rights Management.

Audits

Advanced audit-log systems are an important part of file sharing systems, but they can be especially important for the legal industry. Audit logs (including what, when, who, where, and how) are important for administrators as they can see file actions, including who is accessing/using files.

DRM (Digital Rights Management)

DRM is an important part of any file sharing system, but it’s vital for the legal industry to be able to control who is accessing/viewing/using their files. DRM systems usually have the ability to control who shares, screenshots, and copies your data.

Customization

Customization is a key factor when considering your file sharing system. Some file sharing systems offer some limited customization of policies and governance, but many systems do not allow changes to their systems. However, it’s important for those within the legal industry to set the security, policies, storage, and DRM capabilities based on their company’s needs.

Client Portal

Many companies are now looking for the ability to give their clients a client portal. Client portal software allows companies to give their customers a place to access confidential documents securely. These portals are usually accessed with a password and allow customers to review, download/upload documents and other media. File sharing systems often offer the option to create your own type of client portal, without the need for extra software.

Because the legal industry works with clients who often have to provide sensitive documents, having a secure portal that clients can access will provide ease of mind. It’s also important to look for file sharing systems that will allow you to have free guest accounts that will still allow uploads/downloads and communication.

Branding

Keeping your branding the same throughout all your systems is an important part of establishing your company’s brand and identity. Look for a file sharing system that allows you to add your own logo, name, and create a custom URL.

Ease-of-Use

While your IT manager might understand the ins and outs of complicated technology, it’s important that your file sharing system is easy-to-use and understand for all users. Make sure that both your employees and clients can access the system easily and quickly learn how to share their files securely.

These are the most important features when it comes to making sure you have a file sharing system that works for the legal industry. Now it just comes to selecting the specific system.

FileCloud as a Secure File Sharing System

There are many systems to pick from, including options such as Google Drive, Dropbox, and OneDrive, but we think that FileCloud sets itself above these as it has all the capabilities needed for working in the legal industry, and more.

FileCloud offers enterprise-level security like 256-bit AES SSL encryption at rest and SSL/TLS protocols for data in transit, SSO (single sign-on), Active Directory integration, two-factor authentication, automatic anti-virus scanning of files (when uploaded) and more.

FileCloud’s Governance and Retention Policies

FileCloud understands the importance of governance for the legal industry, and that’s why there are totally customizable classification and retention policies available.

Retention policies allow you to automate certain actions when it comes to managing and organizing your documents. This policy-based automation helps secure your content and gives you total control over the document life cycle.

Within the FileCloud policy system you can create policies that restrict how files and folders are deleted/edited which helps ensure the security of your content. FileCloud’s retention policies are hierarchical, which means you can select the policy that best protects and retains specific types of digital content.

These hierarchical retention policies support document life cycle management for the legal industry. Policies include admin hold, legal hold, retention, trash retention, and archival. Within the FileCloud system, you can apply these retention policies to files and folders and customize policies based on the needs of your business.

FileCloud also offers options for smart content classification, custom metadata, and DLP (data loss prevention). Legal industries can use many of these features in different ways, such as creating a metadata tag for legal articles or other data which can then be applied using smart classification.

FileCloud’s DRM Capabilities  

FileCloud offers advanced DRM capabilities, including restricted sharing, prevention of screenshots, and copying of data. Because security is such an important factor to all file sharing, all DRM files are protected with AES-certified 256-bit encryption and SSL/TLS protocols.

FileCloud Makes Work Easier

FileCloud recently released a new feature called Workflow Automation. This new feature helps users work smarter by providing the ability to build simple to complex workflows that streamline important business processes.

Managers can create and share workflows for everything from simple tasks like signature retrieval to more complex work like contract reviews. 

This can especially be helpful for those working in the legal industry as it can automate and speed up tasks like contract and patent approval and new policy review. 

This image has an empty alt attribute; its file name is Full-Workflow-4-1-1024x725.jpg Figure 2: FileCloud Full Workflow

Automating tasks is easy with FileCloud’s no-code, drag-and-drop tool that helps build workflows. Managers can even share custom workflows with their teams to help prevent errors and accomplish important objectives.

Running workflows can be viewed in a dashboard so you can see work happening in real-time, correct any oversights in automation, and download reports with a click of a button.

Making Your Business More Secure

FileCloud is always working to make customer’s lives easier, including the option to create a client portal, branding, and complete customization options. But you don’t have to take our word for it. Look what these other law firms have to say about working with FileCloud.

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Figure 3: Legal Industry Customer 1
 
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Figure 4: Legal Industry Customer 2
 
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Figure 5: Legal Industry Customer 3

As we said, we think FileCloud is a superior option, but there are many to choose from when looking for a secure file sharing system.

The most important thing to remember when selecting a file sharing system is that it has all the capabilities and features you need to succeed at business, including security, customization options, and DRM.

Secure file sharing is only going to become more important over the years. Making sure you have a system in place that can adapt to changing requirements will put you ahead of your competitors.

Get started secure file sharing today by getting a free trial of FileCloud

Box Relay vs. FileCloud Workflows

Workflow Automation 

Workflow automation refers to the creation, deployment, and management of business processes using pre-defined rules. People can use workflow automation to standardize work, and it allows for business rules and compliance to be met. It also eliminates human error and ensures transparency and accountability at all stages of the process.

Even though we are on the verge of realizing that people can automate their daily processes, most current workflow tools are too rigid and complex, tied to IT, or both. Existing workflow tools have these unappealing characteristics because they are not designed for business users. Implementing workflows using many existing tools is also a failure because they restrict workflows to the environment rather than their extended enterprise.

This is where Box Relay and FileCloud Workflows come in. Both are workflow automation tools built with the business user in mind. We will first look at Box Relay, though the two products are similar in what they offer.

Introduction to Box Relay

Box provides Cloud Content Management (CCM), and Box Relay is a core product in the Box platform that automates content-centric workflows.

Box Relay lets users create workflows and keep multiple business processes under control in an easy-to-use manner with its simple interface and no-coder approach. Businesses can automate repetitive tasks and streamline business processes like contract approvals, content review, and onboarding. A conditional logic feature, in particular, allows users to route content by using multiple metadata fields. The software also facilitates real-time collaboration among business partners, vendors, clients, and other business entities, allowing the flow of relevant business content. 

Relay allows the business user to automate redundant procedures, reduce work, and lets IT focus on other value-added tasks. It achieves this by automating content-centric business processes right where the content is. Box Relay’s content-centric workflows make it easy for business users to automate tasks that would otherwise take too much time and effort. Box Relay’s “if that, then those” statements are a simple, no-code way to build a codebase. The statements include many fillers to create triggers, conditions, or outcomes that all together form the desired automated process. Box even offers pre-built workflow templates, which cover multiple use cases – Marketing, Sales, HR, and Finance and Operations.

Box Relay is not an IT-dependent service, but it helps IT empower business users with the right technology to increase efficiency and drive business processes. IT is not able to understand the use cases of business users better than themselves. Relay’s design allows business users to collaborate with IT in creating automated processes.

Box Relay Features

Now that you have a basic understanding of how the software works, we will look at Relay’s specific features.

No-code Workflows: Users can build business workflows without extensive coding knowledge.

Pre-made Workflow Templates: A collection of pre-built templates helps quickly create common workflows for finance, human resources, legal, legal, marketing, and sales. Users can customize them, and the library covers at least 24 different business uses. 

Workflow Ownership Transfer: This allows the transfer of workflows between users. Workflow transfer is helpful to adapt quickly and efficiently to organizational changes such as job/role shifts. Users could also use the feature to transition workflows from IT to business users.

Workflow Trigger API: This API lets third-party apps trigger workflows. This feature is handy for business processes that involve a lot of client interaction, making it easier to automate client interactions even if they don’t involve the Box platform.

Summary Dashboard with Export: Users can track progress with one dashboard to view all workflow history. Box Relay also provides an exportable audit history that shows the status of each workflow. Administrators can monitor access rights for workflow generation and the oversight of business processes.

FileCloud Workflows Introduction and Comparison 

FileCloud is an award-winning enterprise file sharing, sync, and backup solution (EFFS). FileCloud Server is a self-hosted solution that provides complete data ownership, residency, and control. It allows enterprises to create and manage a Dropbox or Box-like file storage and sync system integrated with their IT infrastructure. With Filecloud Online, FileCloud hosts data on the company’s world-class infrastructure in the customer’s region. 

FileCloud Workflows is FileCloud’s workflow automation tool. Like Box Relay, FileCloud Workflows makes it easy to create workflows, manage multiple business processes, and monitor progress with an intuitive interface. It also allows real-time collaboration between business partners and vendors, clients, and other business entities and facilitates the flow of relevant business content. 

Other similarities include simple “if this, then those” statements that allow you to build a codebase without any programming and content-centric workflows that make it simple for business users to automate tasks that would otherwise require too much time or effort. 

Despite many core similarities, there are a few differences to consider. Just as Box Relay is integrated with the Box platform, FileCloud Workflows is tightly integrated with FileCloud. Box and FileCloud each provide different features that are well-suited to various enterprises depending on their business needs. 

Unlike Box, FileCloud has a self-hosted option (FileCloud Server) attractive to enterprises in heavily regulated industries and government organizations. FileCloud uses industry-standard encryption methods (AES 256 bit) to securely transfer data (SSL/TLS secure channel) and store it. It supports ransomware detection, ransomware prevention, anti-virus scanning, data loss prevention, and easy-to-configure security policies.

There is also a difference in pricing and value. FileCloud Server Standard edition costs $5,000/year for 100 users, while Box Business edition costs $15,000/year for 100 people. Included within that price, FileCloud offers unlimited client accounts for free. To see a detailed comparison of the two platforms, click here

Two downsides of FileCloud Workflows compared to Box Relay are that it lacks pre-made workflow templates and a workflow trigger API. An upside is that FileCloud Workflows’ drag-and-drop canvas makes it much easier to visualize and build workflows than the vertically stacked boxes in Box Relay’s user interface. 

FileCloud Workflows Features

Let’s take a more detailed look at FileCloud Workflows’ features.

No-code Workflows: As with Relay, users can build business workflows without extensive coding knowledge.

Drag-and-drop Interface: The visual canvas and drag-and-drop tool make it easy to see and create any business workflow. 

Workflow Ownership Transfer: This allows users to transfer workflows. Businesses can use workflow transfer to adapt quickly to organizational changes like job/role moves. IT and business managers can also use this feature to make and share workflows with departments and teams.

Summary Dashboard with Export: FileCloud Workflows also provides a summary dashboard with real-time reports and the ability to export an audit history. The dashboard provides a convenient way for users to see the progress of their work, and admins can monitor access rights for workflow generation and the oversight of business processes.

Self-hosted Data: For organizations that require complete control of their data, FileCloud has a self-hosted version. With FileCloud Workflows, organizations hosting their data on-premises can still enjoy the benefits of workflow automation. 

Comparison Conclusion

As you can see, there are many similarities and a few critical differences between FileCloud Workflows and Box Relay. Both tools provide business users with the ability to introduce workflow automation into their everyday processes. Which one you choose will depend on the requirements of your organization. 

A Deep Dive into Workflow Automation

 

Over the past few decades, organizations have faced the challenge of digital transformation. How do you transition from and improve a workplace previously dominated by email, phones, whiteboards, spreadsheets, and hand-written notes? Each of these tools is based mainly on human memory, increasing the possibility of human error. They can be challenging to use for collaboration and provide poor visibility by management, particularly in the remote or hybrid workplace that is becoming the norm.

Organizations can significantly reduce the reliance on outdated communications and tracking software by implementing workflow automation. Workflow automation improves the efficiency and productivity of organizations by streamlining business processes. It also ensures that a clear record of work tasks is maintained for easy tracking and auditing.

There is far less dependence on human memory, task tracking spreadsheets, and employee manuals. Instead, the structure of essential and ongoing processes is held in an accessible, central repository that can easily be accessed or distributed by anyone with the proper authority (using Role-based Permissions).

What is Workflow Automation?

In concise terms, workflow automation is the design, creation, deployment, and management of business processes based on preset rules. This allows work tasks to be automatically triggered between people, technology, data, and other resources.

Workflow automation can be used to standardize work. It allows for compliance policies and business rules to be met. It reduces or eliminates human error and deviation and provides transparency and accountability at all levels of the process. The tactical goal is to ensure that the appropriate workers are focusing on the correct tasks at the proper time and have everything they require to complete said tasks.

A History of Workflow Automation

  • The 1990s. The first workflow-based automation software solutions were created. This software replaced the paper-based workflow processes with electronic versions, allowing companies to replace paper tasks-routing activities with electronic-form processes.
  • The late 1990s. Business rules and tools for modeling allow companies to build, analyze, and visualize business processes. They can see graphical views of current organizational processes and compare them with prospective trial processes to make work more efficient.
  • From 2005. The current era of workflow automation begins with the introduction of business process management (BPM).

Workflow Automation’s Primary Benefits

There are several key benefits to automating workflows and processes:

  • Increased efficiency and productivity
  • More accuracy
  • Real-time visibility of work
  • Individual accountability at the highest level
  • Ability to set meaningful KPIs and collect real-world data that can be used in process improvement
  • More data for better decision-making
  • Improvement in data security

Other possible benefits include:

  • Better customer experience and vendor relations with a reduction in wait times and errors and improvement in communication
  • More job satisfaction since employees are better able to prove and reap the rewards of high performance

In summary, workflow automation can provide a more consistent, positive experience for all your customers regarding the delivery of finished work products. It makes it easier to get work done and track what is being completed.

The ultimate goal of workflow automation is to give you an advantage over manually-driven competitors. This can be achieved by offering higher quality work, lower prices, and faster decision-making.

Statistics on Workflow Automation

Statistics can provide a wealth of information about how workflow automation is affecting organizations. Here are some statistics on the importance of process automation for digital transformation from a survey of 400 IT decision-makers across the US and Europe.

  • 97% of IT decision-makers agree that process automation is key to digital transformation.
  • 67% of businesses are currently implementing business process automation solutions that improve visibility across various systems.
  • 47% of IT leaders agree that the most significant ROI in automation is achieved within operations.
  • 36% have already implemented workflow automation technology.
  • 29% of organizations plan to implement low-code or no-code workflow automation software soon.

How Workflow Automation Can Help Departments

Automation can streamline the work of any department. Here are some ways that workflow automation software can help:

IT

  • Reduce time and energy spent on building tech processes for other departments by empowering others to build workflows with no-code, drag-and-drop workflow automation
  • Manage department assets and track usage trends
  • Assign escalations and tickets to team members based on availability
  • Avoid duplicate support requests
  • Easily execute stakeholder updates

Sales

  • Standardize processes to simplify list building
  • Ensure that all leads receive excellent treatment and never miss a lead because of human error
  • Get in-depth reports of ongoing processes

HR

  • Reduce paperwork and manage documents more easily
  • Streamlined approval process makes it easier to find, verify and hire candidates quickly
  • Improve and speed up onboarding and off-boarding experience
  • Increase the visibility of your workflow

Finance

  • More easily track expenses to avoid unwelcome expenditures
  • Build workflows for approvals and notifications of employee travel, budgeting, and reimbursements
  • Save time processing approvals

Marketing

  • Streamline content creation process
  • Improve quality by making sure the right people approve all content
  • Increase employee accountability
  • Nurture quality leads with a consistent and trackable process

How to Get Started with Workflow Automation

A workflow automation plan starts with a clear goal and ends in process evaluation. Below are the five steps that go into a workflow automation plan.

1. Identify a Core Process

The first step is to determine a process that is core to your team or department. Ask questions like “Is this process mature enough to automate?” and “Do I have the support of the team to automate it?”

2. Define the Objective

Automation has many benefits. It can increase ROI, speed to market, and team productivity. Clarify the expectations of your team regarding automation.

3. Build the Workflow

Next, it is time to build the workflow using your workflow automation platform. The general steps are to create a new workflow, assign rules and permissions for each step, publish the workflow, and share it with your team.

4. Team Training

Workflow automation will only succeed if its stakeholders are willing to use it. Share the benefits with process owners, show them what you have built, and encourage feedback.

5. Measure Performance

Automation will not be fully realized unless your business measures the differences it has made to pre-existing processes through reports or data analytics. How has workflow automation impacted your KPIs and ROI? That is the question you want to answer.

How to Choose the Best Workflow Automation Software

There are many choices in the workflow automation market. Some are universally applicable, while others cater to specific needs. No matter your situation, workflow automation software must be flexible, fast, and able to fulfill your specific requirements. Below are the most important features in workflow automation software.

Easy to Use

Seeing as automation is intended to make life easier, the product must be simple to learn and use. Look for a user-friendly interface, no-code solutions, and a drag-and-drop design.

Good Pricing

Some vendors charge thousands of dollars just to install workflow automation software. Consulting and implementation are not included. Say no to those vendors. As with any product purchase, avoid shady pricing models and look for something transparent and predictable. 

Customization

The ability to build custom processes is essential to reap the full benefits of automation. You need software that can manage everything from simple to complex workflows with many steps and decision branches.

Simple Tracking

Without the ability to review a process, you can’t improve it. The best workflow automation software tools provide built-in reporting that allows you to monitor and analyze tasks so you can refine your processes.

 

Workflow Automation with FileCloud

Below are some benefits of FileCloud’s workflow automation.

Excellent ROI

FileCloud’s workflow automation is integrated with all of FileCloud’s other benefits, including enterprise file storage, collaboration, flexible infrastructure (self-hosted, hybrid, or cloud), unmatched security and compliance, and award-winning support. Managers can replace unnecessary subscriptions like Nintex by using an all-in-one solution.

Ease of Use

The drag-and-drop tool enables users to create business workflows of all levels of complexity. Managers can easily create and share customized workflows with their staff to improve productivity, reduce errors, and simplify high-volume tasks. Additionally, it is easy for users to automate their work thanks to our no-code design. 

Real-time Tracking

Administrators and users can track every step of their processes with an intuitive dashboard that shows all running workflows. 

Get more information about FileCloud’s Workflow Automation >>>

Upgrade FileCloud Server from Ubuntu 18.04 to 20.04

FileCloud release 21.1 supports Ubuntu 20.04 LTS. You can upgrade Ubuntu 18.04 LTS to Ubuntu 20.04 LTS. In this blog post we will address two use case scenarios:

  • Upgrading Ubuntu 18.04 LTS to Ubuntu 20.04 LTS, where the FileCloud server is below 21.1
  • Upgrading Ubuntu 18.04 LTS to Ubuntu 20.04 LTS, where the FileCloud server is 21.1 or higher.

Prior to running Ubuntu 20.04 LTS, we recommend backing up the Filecloud server, as well as /var/www/html and /var/lib/mongodb paths (the chance of deleting these files during the OS upgrade is very high).

The backup paths for the locations listed above are as follows:

  1. cp -rvf /var/www/html /var/www/html_backup
  2. cp -rvf /var/lib/mongodb /var/lib/mongodb_bkup

Upgrade Ubuntu 18.04 LTS to Ubuntu 20.04 LTS, where the FileCloud server is below 21.1

Once the backups have been created, the next step is to perform an Ubuntu package update with the following command:

apt-get update -y && apt-get upgrade -y
apt-get dist-upgrade -y
apt-get autoremove -y
sudo reboot
do-release-upgrade

Select all the default options when prompted. Toward the end of the upgrade, you will be prompted to restart.

Reinstall Apache and php

After the upgrade is complete, certain packages will need to be reinstalled, as they will have been removed by the upgrade process. To reinstall Apache and php, please follow the steps below:

LC_ALL=C.UTF-8 sudo add-apt-repository ppa:ondrej/php -y
add-apt-repository ppa:ondrej/apache2 -y
apt-get install unzip curl rsync python -y
apt-get install apache2 build-essential libssl-dev pkg-config memcached -y
apt-get install php7.2 php7.2-cli php7.2-common php7.2-dev php-pear php-dev php-zmq php7.2-zmq php7.2-json php7.2-opcache php7.2-mbstring php7.2-zip php7.2-memcache php7.2-xml php7.2-bcmath libapache2-mod-php7.2 php7.2-gd php7.2-curl php7.2-ldap php7.2-gmp php7.2-intl libreadline-dev php-pecl-http memcached php7.2-raphf php7.2-propro php7.2-mongodb php7.2-zmq -y
a2enmod php7.2
a2enmod headers
a2enmod ssl
apt-get -y install libmcrypt-dev
cat <(echo "") | pecl install mcrypt-1.0.2 2>&1
service apache2 status
//Get all the files from the backup, because the OS Ubuntu upgrade from v16 to v18 removed files:
rsync -avz /var/www/html_backup/ /var/www/html/
chown www-data:www-data /var/www/html -Rf

Install the cron job

If the FileCloud version is greater than or equal to 20.2, run the command below:

echo "*/5 * * * * php / /var/www/html/src/Scripts/cron.php" | crontab -u www-data –

If the FileCloud version is less than 20.2, run this command below:

echo "*/5 * * * * php /var/www/html/core/framework/cron.php" | crontab -u www-data –

If the above cronjob command fails, please follow the below method to perform cronjob troubleshooting and then run the command:

Check if /etc/cron.allow  ; if www-data is present:
vim /etc/cron.allow // Add “www-data” if not present.
crontab -e -u www-data // Make sure that the crontab editor pulls up if it does it will work. exit editor.
crontab -u www-data -l

Set up PHP CLI

To set up the PHP CLI, input the following command:

sudo update-alternatives --set php /usr/bin/php7.2
sudo update-alternatives --set phar /usr/bin/phar7.2
sudo update-alternatives --set phar.phar /usr/bin/phar.phar7.2
sudo update-alternatives --set phpize /usr/bin/phpize7.2
sudo update-alternatives --set php-config /usr/bin/php-config7.2

Run the below command:

php -v // Make sure it shows the version to make sure it is working.
php -m // Make sure it shows the modules to make sure it is working.

The expected output should be:

php -v
PHP 7.2.34-23+ubuntu18.04.1+deb.sury.org+1 (cli) (built: Jul  1 2021 16:06:47) ( NTS )
Copyright (c) 1997-2018 The PHP Group
Zend Engine v3.2.0, Copyright (c) 1998-2018 Zend Technologies with the ionCube PHP Loader (enabled) + Intrusion Protection from ioncube24.com (unconfigured) v10.3.2, Copyright (c) 2002-2018, by ionCube Ltd.
    with Zend OPcache v7.2.34-23+ubuntu18.04.1+deb.sury.org+1, Copyright (c) 1999-2018, by Zend Technologies
php -m
[PHP Modules]
bcmath
calendar
Core
ctype
curl
date
dom
exif
fileinfo
filter
tp
gd
gettext
gmp
hash
iconv
intl
ionCube Loader
json
ldap
libxml
mbstring
mcrypt
memcache
mongodb
openssl
pcntl
pcre
PDO
Phar
posix
propro
raphf
readline
Reflection
session
shmop
SimpleXML
sockets
sodium
SPL
standard
sysvmsg
sysvsem
sysvshm
tokenizer
wddx
xml
xmlreader
xmlwriter
xsl
Zend OPcache
zip
zlib
zmq

[Zend Modules]
Zend OPcache
the ionCube PHP Loader (enabled) + Intrusion Protection from ioncube24.com (unconfigured)

Confirm FileCloud Server Upgrade

Once FileCloud is running and confirmed, you can run the FileCloud server upgrade with the below command:

filecloudcp -u

If the above command doesn’t work, use the command below:

wget http://patch.codelathe.com/tonidocloud/live/installer/filecloud-liu.sh && bash filecloud-liu.sh

Upgrading Ubuntu 18.04 LTS to Ubuntu 20.04 LTS where Filecloud server is 21.1 or higher

To upgrade Ubuntu 18.04 LTS to Ubuntu 20.04 LTS, we recommend stopping services first.

You can use the commands below to upgrade to 20.04 LTS:

apt update -y
apt-get update -y
apt-get upgrade -y
apt --purge autoremove
reboot

//Takes the backup of HTML folder

cp -rvf /var/www/html /var/www/html_new_backup

//Performs MongodDB backup

mongodump --out /root/db-dumps

apt install update-manager-core -y
service apache2 stop
service mongod stop
service fcorchestrator stop
service fcdocconverter stop
service solr stop
do-release-upgrade
a) Enter 'Yes' - (Pink screen) For restart services

Run Post-Upgrade Commands

Once the upgrade is complete, run post-upgrade commands detailed below:

Check lsb_release -sc  //should be "focal"

LC_ALL=C.UTF-8 sudo add-apt-repository ppa:ondrej/php -y
LC_ALL=C.UTF-8 add-apt-repository ppa:ondrej/apache2 -y
sudo apt-get update -y
sudo apt-get install unzip curl rsync python -y
sudo apt-get install apache2 build-essential libssl-dev pkg-config memcached apt-transport-https language-pack-en -y
sudo apt-get install php7.4 php7.4-cli php7.4-common php7.4-dev php-pear -y
apt-get install php7.4-json php7.4-opcache php7.4-mbstring php7.4-zip php7.4-memcache php7.4-xml php7.4-bcmath libapache2-mod-php7.4 php7.4-gd php7.4-curl php7.4-ldap php7.4-gmp php7.4-mongodb php7.4-intl php7.4-mongodb libreadline-dev php-pecl-http php7.4-raphf libxml2-dev -y
sudo a2dismod php7.2
sudo a2enmod php7.4
a2enmod headers
a2enmod ssl
service apache2 restart
sudo update-alternatives --set php /usr/bin/php7.4
sudo update-alternatives --set phar /usr/bin/phar7.4
sudo update-alternatives --set phar.phar /usr/bin/phar.phar7.4
sudo update-alternatives --set phpize /usr/bin/phpize7.4
sudo update-alternatives --set php-config /usr/bin/php-config7.4

Perform Post-Upgrade Checks

After running post-upgrade commands, you can perform post-upgrade checks.

Check 1

php -v

//run this command only if multiple xml.ini exist
rm -rf /etc/php/7.4/cli/conf.d/20-xml.ini

//run this command only if multiple sysvshm.ini exist
rm -rf /etc/php/7.4/cli/conf.d/sysvshm.ini

apt-get install php7.4-propro -y

curl -sL https://deb.nodesource.com/setup_16.x | sudo bash -

apt update -y

apt install -y nodejs

 

Check 2

cd /var/www/html
ls -al
mongo // mongo shell opens okay.
Reboot

Conclusion:

Upgrading the Ubuntu OS ensures the FileCloud server can perform even better than before! The FileCloud support team is also available to provide assistance or answer questions.

Article written by Nandakumar Chitrasuresh

 

 

Upcoming Features of FileCloud Version 21.2: Workflows, Compliance Center and More

The release of FileCloud Version 21.1 in May came with many improvements, such as 66% faster server performance and an updated user interface. We are very proud of that release, but the team is always looking forward to new ways of making FileCloud better for you. We are already working on FileCloud Version 21.2 and wanted to provide a preview. Below are some of the upcoming features.

Upcoming Features in FileCloud Version 21.2

ITAR Compliance Dashboard

FileCloud is an ITAR compliant file sharing solution. We provide the necessary tools for compliance, including content classification, data leak prevention, and secure file sharing.

The purpose of adding the ITAR compliance dashboard is to make it easier for you to configure your compliance framework.

“The compliance dashboard will provide a complete overview of the various compliance standards that an organization abides by and also render an interactive user interface to manage it effectively.” — Aruna, FileCloud Release Manager.

What is ITAR compliance?

ITAR (United States International Traffic in Arms Regulation) compliance regulation provides guidelines for companies involved in the manufacture, sale, or distribution of defense-related items and services on the U.S. munitions list (USML). The regulations require these companies to limit access to certain technical information. That way, only people employed by the U.S. government and U.S. government contractors have access to sensitive data regarding the country’s defense and munitions. Companies that fail to comply with ITAR can face civil and criminal penalties.

To learn more about how FileCloud can help you with ITAR compliance, click here.

Workflow Automation

Another feature that is coming with FileCloud Version 21.2 is workflow automation. This will let you streamline processes like content review, approval, and sign-off and other document workflows.

What is workflow automation?

Workflow automation is the ability to create series of automated actions where tasks, data, and files are moved between people or systems. These actions are executed based on workflow rules set by the system administrator.

Some common workflow automation use cases include:

  • Contract Reviews
  • Customer Communication Approval
  • PR Media Sign off
  • Invoice Approvals
  • Hiring Approval
  • Process Change Review
  • Data Requests

Why use workflow automation?

Workflow automation can improve the efficiency of business processes by executing tedious, repetitive tasks automatically. This lets you focus your time and energy on more important work.

Microsoft Teams Integration

Microsoft Teams is an enterprise collaboration app that helps teams work together online with features like messaging and calls. Many enterprises use Microsoft Teams for team collaboration, including some FileCloud customers. In response to your request for easy access to files in FileCloud through the Microsoft Teams interface, we are adding Microsoft Teams integration to FileCloud.

OnlyOffice Integration

Another integration that is coming with FileCloud Version 21.2 is OnlyOffice integration. OnlyOffice is an online document editing, document management, communication, and project management app. This integration will let you use OnlyOffice to preview and edit documents in FileCloud.

“A number of companies are using OnlyOffice as a web editing and document preview solution. Previously, FileCloud only supported Office Online and Collabora integrations for web editing. OnlyOffice will serve as a complementary solution.” — Aruna, FileCloud Release Manager.

And There’s More

These are just some of the new features coming with Version 21.2.

If you would like to join in the conversation or stay updated on the latest release news, please feel free to reach out to the team and keep an eye out for our monthly newsletters.

FileCloud’s Version 21.1 is Faster, More Accessible, and Packs in a Host of Enhancements

FileCloud Version 21.1 was designed to help you get your work done more quickly and more efficiently. Version 21.1 is 66% faster than the previous version, handles higher loads, and is more extensible. In addition, to meet  VPAT Guideline 2.1, all functionality is available through keyboard shortcuts.

Version 21.1 also introduces a number of enhancements and new features that make your work easier and expand your options.

Let’s look at some of these new capabilities now.

Updated User Interface for FileCloud Drive

FileCloud Drive is FileCloud’s client application that lets you access files in the server the same way you access them in Windows. With Version 21.1, Drive not only has a new, simpler user interface but also a new log-in wizard that makes it easy to set up and change your Drive configuration.

Figure 2. Drive’s Log-in wizard helps you enter the required info in 4 easy steps.

The new Drive dashboard makes it easy to view live actions, past activity, and settings. It also makes it  simple to open file explorer and perform searches.

Figure 3. FileCloud Drive’s Recent Activity screen

Figure 4. FileCloud Drive’s Search screen

Role-based Admin Users (Promoted Admins)

In FileCloud, admin users (promoted admins) are users who have been given any number of admin privileges. Admin users can log into the Admin portal and execute any of the operations they have permission to perform.

Up until now, each admin user was directly assigned permissions to general areas of the system, such as Users and Device Management. With FileCloud Version 21.1, admin roles are created and given read, create, update, and/or delete permissions to each area. Then admin users are assigned to these roles, making it easy for you to give the same permissions to multiple users.

See Manage Admin Users for more information.

Figure 5. An admin role is given permission to read, create, update, and/or delete specific operations.

Microsoft Office Sensitivity Metadata

Microsoft Office provides sensitivity labels that users can apply to files to indicate the type of information they contain (for example, Public or Confidential).  FileCloud now automatically extracts this data with other Microsoft Office Tag metadata.
Note: Office Sensitivity Metadata must be configured in your system for extraction to be successful.

Figure 6. Sensitivity Labels are an attribute that can be extracted into Microsoft Office Tag metadata.

ServerLink Enhancements

ServerLink, FileCloud’s tool for replicating changes between an organization’s primary and secondary servers, has been upgraded to include a new Fast mode, more frequent error alerts, and more detailed information.

  • Fast mode lets you eliminate unnecessary system processes so you can sync more quickly.
  • Error alerts, which were previously sent to admins every 4 hours, are now sent once per hour.
  • In ServerLink’s Status tab, nodes now display user and file counts as well as the node name and the number of journal records.

Figure 7. ServerLink nodes now display user and file counts.

Other Highlights

Additional enhancements in FileCloud Version 21.1 include:

  • Upgrades to FileCloud’s system applications, bringing them up to their most recent versions:
    • Apache 2.4.46
    • PHP 7.4.16
    • MongoDB 4.2.13
    • SOLR 8.8.2
    • OpenSSL 1.1.1k
  • FileCloud Drive support for Big Sur running on Apple Silicon. Note: A change to your security settings is required.
  • FileCloud Sync and ServerSync support for installation on Linux.
  • A new two-step verification process that increases security when upgrading FileCloud.

And There’s More

We’ve only shown you some of the new things that Version 21.1 brings to FileCloud. For the full set of new features, see the FileCloud Server 21.1 Release Notes.

How to Synchronize a Synology NAS with FileCloud using CloudSync

In recent years, more and more companies have been moving to Cloud storage solutions like FileCloud to manage, store and share their files. Although many companies have switched entirely over from local on-premises solutions to hosted solutions, some companies prefer using a hybrid of the two solutions, so as to always have a copy of their data stored locally as backup, or for easy access of in-office teams.

This is where NAS technology comes in handy, as it is an affordable and easy way to store large quantities of files for local access.

When a FileCloud Online customer asks how to synchronize their hosted solution with their local NAS, we often suggest the VM solution. That is, to run a Windows VM and run FileCloud ServerSync. This way, it will have access to the NAS storage and sync it with their Team Folders on FileCloud Online (we will cover this use case in a separate article in the future). However, this is not always possible depending on your NAS system and system resources.

There is an alternative approach to solve this requirement. If you are using a Synology NAS (even a small DS 200J), you can sync your data using the built-in Cloud Sync application.

These are the requirements:

  1. Your FileCloud system needs to have the WebDAV protocol.
  2. You need to install the Synology CloudSync application if it is not already available in your DiskStation.
  3. Your NAS needs access to the internet to reach your FileCloud Online server.
  4. Configure CloudSync with FileCloud Online Server.

Enabling WebDAV Protocol in Your FileCloud Server

We will use our demo site for this example (democompany.filecloudonline.com). Open your web browser and navigate your admin portal (usually <yourcompany>.filecloudonline.com/admin).

After logging in, go to Settings / General and check whether the WebDAV checkbox indicates that the protocol is enabled. Remember to save your settings.

Enabling WebDAV Protocol in Your FileCloud Server

Enabling WebDAV Protocol in Your FileCloud Server

Installing the Synology CloudSync Application

Login to your Synology DSM and open your Package Center. Search for CloudSync.

Installing the Synology CloudSync Application

Installing the Synology CloudSync Application

If not already installed, please install it.

Configuring CloudSync with FileCloud Online Server

Open your CloudSync application. Once the Wizard pops up, please search for WebDAV.

Configuring CloudSync with FileCloud Online Server

Configuring CloudSync with FileCloud Online Server

Now select WebDAV and hit next. You should now fill in your FileCloud Online server details.

  • The server address will be your FileCloud Online production URL, with “/webdav” added at the end.
  • The username and password will be that of your Team Folder account.
    • To locate your account ID, please login to your FileCloud admin panel, and go to Settings / Team Folders.
    • To set up a password, please click on “Manage” and enter a new password.

Team Folder account:

Team Folder Settings

Team Folder Settings

Change password:

Change Password

Change Password

Team Folder Account Details

Team Folder Account Details

Back to your CloudSync setup:

Account Settings

Account Settings

In the next screen, you will define your Sync Folder and Sync direction:

Task Settings

Task Settings

Note: If you want to synchronize “all” your Team Folders, select the top folder in “My Files” as the “Remote path.”

Once you configure your settings, you will need to confirm them in the following window:

Confirm Settings

Confirm Settings

Once configured, CloudSync will now start syncing your data.

FileCloud Cloud Sync

FileCloud Cloud Sync

If you click in the “History” tab, you will see a list of files synced:

History Tab

History Tab

Your FileCloud Online Team Folder is in sync with your Synology NAS through the CloudSync application.

Synology NAS File Station Company Data Folder:

Synology NAS File Station

Synology NAS File Station

FileCloud Online Team Folders / Company Data:

FileCloud Online Team Folders

FileCloud Online Team Folders

Note: The synchronization using CloudSync and the WebDAV protocol uses an HTTP protocol. This process will easily work properly for hundreds or thousands of files. However, if you have millions of files, this option is not recommended.