Archive for the ‘FileCloud Online’ Category

Using “Folder Permissions” in Team Folders

When companies migrate from local file servers to the cloud (for example, moving from Windows File Servers to FileCloud Online Storage), many system administrators worry about losing established NTFS Permissions.

FileCloud’s Team Folders has a built-in functionality designed to preserve these permissions called “Folder Permissions”. This functionality allows the administrator to specify custom permissions inside Team Folders for each file.

To explain, let’s use an example: a company has a Team Folder called “Customers”. Inside this main folder, it has one folder per customer, with the following structure:

In the “Customers” folder, the company wants to grant these permissions:

  • Sales Team Manager will have access to the “Customers” folder, with all file operations (view, download, upload, share, and delete).
  • Sales Team will have access to the “Customers” folder, with all file operations (view, download, upload, share, and delete), apart from subfolder “Customer 05”.
    • In this folder, the Sales Team should not have access to any file operations (view, download, upload, share, or delete), as the Sales Manager wants this information to be kept private.

To accomplish this, the administrator can do the following:
1. Share the Customers’ Team Folder with the Sales Team.
2. Edit the “Folder Permissions” in the “Customer 05” subfolder to disable all operations from the team, except for the manager.

1. Share Customers’ Team Folder with the Sales Team

From the admin portal, in the Team Folders section, select the “Customers” Team Folder. Then click “Manage” to share it with the Sales Team.

 

 

2. Edit Folder Permissions for “Customer 05”

In the Team Folder section, select the “Customer 05” folder and click on “Permissions”.

When you open the Permissions section, add the “Sales” group; by default, it will grant all the file operation permissions.

 

To block these operations, click on every green checkbox from right to left; they will turn into an “x”. This change blocks all operations to the Sales Team. To allow the team manager “John Doe” to perform all operations, add the correct User in the Folder Permissions section and grant all access to “John Doe”.

 

Close the Folder Permission window. All permissions are saved. Now, whenever a team member (not the manager) accesses the “Customers” Team Folder, they will not see the sub-folder “Customer 05”.

If the Sales Team manager goes to the “Customers” Team Folder, he will see all folders, including “Customer 05”.

For this example, we hid the folder from the rest of the team, but we can also set special permissions; for example, we can allow read access only, with all other operations blocked.

More information on managing team folder permissions can be found in the FileCloud documentation “Set Granular Permissions on Team Folders.” If you have any questions about Folder Permissions or any other FileCloud functionalities, please reach out to CodeLathe Support.

Article written by Daniel Alarcon

 

Enable Global Backup With FileCloud

You have stored sensitive data like your photos, documents, etc on your PC or laptop?  It’s very important to consider a global backup as often as possible. In short and simple terms, global backup is very important as stores a copy of your data in a different location other than your device. Backing up your data regularly can retrieve data in case of data loss or theft. In this digitalized world, data is a critical asset to any organization and they invest a huge amount to have a proper data protection plan & disaster recovery plan.

You can enable Global Backup for a user by modifying the profile to which the user belongs. This impacts all users who belong to that profile. Alternatively, you can move the user to a profile for which you enabled System, App Settings backup.​

Global backup of data is a crucial activity that every user of any device that holds data should be doing. Whether it’s a laptop, desktop, tablet, or even smartphone, you should be backing up your data in case of:

  • The device is destroyed.
  • The device is lost or stolen.
  • The storage device in the device (hard drive or flash memory) is corrupted or damaged.
  • A malware attack including a ransomware attack where data is encrypted by criminals.
  • Accidental deletion of the data.
  • Corruption of the data.

The global Backup Market is projected to reach $190.5 billion by 2024. The major factors encouraging the development of the global backup market are the creation is growing numbers of data and the growing implementation of Software as a Service [SaaS].

Benefits of Global Backup

Even the most reliable devices can break. Not to mention, human errors like accidentally deleting an important file yourself. Also, thefts and fires can’t be eliminated. The main purpose of backing up your data is, of course, the ability to roll back and access your archives in the event of local hardware failure. To run a business today, you need to have the confidence that in the case of vulnerability, your data will be protected and accessible. Here are some advantages of having a global backup

  1. Fast Access to Files
  2.  Safeguard against Power Failure
  3.  Added Antivirus Protection
  4. Protection against Failed Hard Drive – The user can restore the system and application settings from the failed device to the new device.
  5. Recovery – You can quickly recover your system settings in the event of a failure.

 

Configure Sync to Globally Backup Files and Folders

A FileCloud admin user can configure FileCloud Sync to set up a Global Backup for the users of their FileCloud System. This allows the Admin to specify local paths on the user’s computer that contains user-specific configurations to be included in the Sync Backup through default device configurations created in policies from the Admin Portal.

 

  1. Enable Endpoint Backup for FileCloud Sync from the Admin Portal.

FCEndpointBackup.png

2.  Install FileCloud Sync and enable Remote Management

 

 

3. In the policy used by Sync users, set a default device configuration for FileCloud Sync

A Global Backup is a feature that ensures backup of system and application settings across user devices. With Global Backup, administrators can restore what they need anytime, anywhere. Users no longer need to remember or reconfigure their system preferences.

Note :

  • Endpoint Backup must be enabled for FileCloud Sync from the Admin Portal.
  • FileCloud Sync must be installed on the users’ computers and Remote Management must be enabled.
  • The Sync users’ policy in the Admin portal must include this custom device configuration for Sync.

References

https://www.millioninsights.com/

https://www.getfilecloud.com/supportdocs/display/cloud/Globally+Backing+Up+User+Files+and+Folders

FileCloud Aurora – All About Single-Click Actions

Introduction

In November 2020, FileCloud released update 20.2 – a complete rehaul of our Sync, Mobile and browser UI and functionalities. We at FileCloud have been working on this for a very, very long time, and so we’re incredibly proud to present to you: FileCloud Aurora.

Today, we’re going to be covering one of the most important functionality additions to our new UI: Single-Click Actions.

For a comprehensive overview of all of FileCloud Aurora’s new features, please visit our previous blog post Introducing FileCloud Aurora! Brand New UI and DRM Capabilities!.

What Are Single-Click Actions?

We’re all about helping you and your team save time. FileCloud Aurora brings workflow efficiency to the next level with tons of quality of life updates that help you work fast. One of these is the introduction of single-click, or quick, actions.

What does this mean? Well, you might have noticed that when you hover over any file or folder in your library, a toolbar appears on the item. It might look something like this:

These icons represent all of the most commonly-used actions that you could ever need to take with your files. Hover over each icon to see what they do, or read on for a more in-depth explanation for each one. 

List of  Single-Click Actions

Preview

The first icon, which looks like an eye, is the Preview action. It lets you preview your files, folders and documents. As FileCloud Aurora integrates fully with Microsoft Office and many other file extensions, you’ll be able to open and preview all of your files without actually needing to download them.

Download

The second icon, which looks like a downwards-pointing arrow is the Download action. It lets you download whichever file, folder or document you’re hovering over in one simple, quick click.

Edit

The third icon, which looks like a pencil, is the Edit action. Depending on your file type, you may be able to edit it directly in the browser or open the file in Office Online. Some files, of course, cannot be edited, such as video or audio files.

You may have noticed that at the end of each hover description, there are different keys in square brackets – for instance, [Enter] for the Preview icon. These are keyboard shortcuts, and are covered in our All About Keyboard Shortcuts blog post!

Share

The fourth icon, which looks like three dots connected to each other, is the Share action. Clicking it will open the following window:

You’ll be able to copy the share link of your file, change sharing options, and remove the share from there on.

Direct Link

Next up is Direct Link, which looks like a hyperlink icon. This opens up the following window:

-Where you can copy a direct link to your file, maximizing efficiency when sharing files with your team.

Copy

This is the Copy quick-action, which looks like two squares overlapped over each other. Clicking this will open a window where you can select where to make a copy of the file.

Move

This is the Move quick-action, which looks like an arrow. Clicking this will open a window where you can select where to move the file to.

Delete

Next up is the Delete quick action, which looks like a trash can. This is pretty self-explanatory — clicking this will delete the file in question.

Lock

Last but certainly not least is the Lock option, which looks like a, well, lock icon. This opens up the following window:

That lets you lock a file to indicate that you’re working on it. That way, your team won’t be able to modify the file and override your changes, or vice versa.

Conclusion

Gone are the days of tedious right-clicking and dragging stuff around. Need to copy or download something? Just hit the corresponding button! Need to move something to another folder? Before you start dragging it all over your screen, just hit the single-click action for it and a window will open for you to choose your destination folder. 

It might seem like a subtle change, but when your team is shaving seconds off every file action, it all adds up to save you and your team tons of time. Thanks for tuning in, and we hope that you’re enjoying our FileCloud 20.2 Update: FileCloud Aurora! 

SharePoint Alternatives 2020 – Compare Top EFSS Solutions

SharePoint Alternatives 2020

If you are familiar with document management and sharing solutions, there’s a high probability that you may have heard about SharePoint. SharePoint document management and collaboration tool came into existence in 2001 developed by Microsoft and has been a popular player in the EFSS market since.

With innovations in the EFSS market, many SharePoint alternatives have emerged as challengers providing unique features for document management and file sharing with focus on security and usability.

Let’s look at some of the most popular alternatives to SharePoint in 2020 and what they have to offer for enterprises.  


Comparison Criteria – SharePoint Alternatives 2020

Being a top EFSS solution ourselves, we have our own standards regarding which solution is a top SharePoint alternative solution. Here are the factors taken into account:

  • Pricing: SharePoint Office 365 E3 plan costs $24,000/ year for 100 users. We will compare all solutions to find which ones are priced higher or lower than SharePoint and what are the feature differences at this price point.
  • Data Governance & Compliance: Enterprises handle sensitive data every day and need data governance and retention policies. A good solution helps comply with leading industry regulations and avoid any legal troubles.
  • Data Security: Which solutions provide data leak prevention, remote wipe, encryption in-transit and at-rest, and more to safeguard your data.
  • Integration: SharePoint integrates seamlessly with MS Office and related products. We will find out which solutions integrate easily with Microsoft Office 365 and Outlook, so that your workflow stays uninterrupted.
  • Administrative Tools: We will compare admin features, role based administration, granular permissions and more.
  • Other Important Features: We will add important add-ons and features like virtual drive, content classification, security modules wherever applicable to give you a transparent view of what to expect from each solution.

FileCloud Online

Browsing Folders - FileCloud - FileCloud Support

  Pricing: $18000/100 users/year (Enterprise) / $5,000/100 users/year for on-premise solution

✓  Storage: 1TB, +200GB/user (Enterprise)

✓  Security: Compliant with all stringent government regulations, such as HIPAA and GDPR. Get smart DLP, encryption at rest and in transit, 256-bit AES encryption, granular file-sharing, password-protected, public and private shares.

✓  Features: Get unlimited client accounts, unlimited file versioning, branding capabilities, hybrid cloud, virtual drive, selective sync and many more enterprise-level EFSS features. Enterprises can also opt for FileCloud Server for an on-premise deployment option.

FileCloud is one of the most powerful and affordable EFSS solutions compared to SharePoint. FileCloud is storage agnostic and can be deployed across any NAS or object storage. 

FileCloud is one of the most affordable file sharing solution on the market, providing unlimited FREE external client accounts, remote access to your data, collaboration tools, smart content classification, a comprehensive admin panel, customization and branding options to enhance your enterprise sharing, sync and storage experience.


Google Drive

How to Find Anything in Google Apps - The Ultimate Guide to G ...

  Pricing: Enterprise Plan: $30,000/100 users/year

✓  Storage: Enterprise Plan: Unlimited, or 1TB / user if less than 5 users

✓  Security: Multi-factor authentication, encryption in transit; no option to encrypt individual documents. No mechanism for customer-managed encryption keys an your data is collected to provide better services by Google.

✓  Features: Google Drive comes with powerful collaborative tools, such as Google Docs, Sheets and Slides.

Google Drive is a very popular cloud storage solution. Google Drive for business is same as the free Google Drive plan, but with unlimited storage and a few security add-on. As you would know, Google Drive works seamlessly with other massively used Google apps, such as Gmail, Calendar, Google docs and Google Sheets, hence it is a popular choice.

The solution’s enterprise plan offers a simple, clean and intuitive UI, and integrates with popular enterprise software like Salesforce, and more. Apart from this, Google Drive for Business offers unlimited storage, access from any device, offline file access, includes productivity apps like Gmail, Google Keep, Google Sites, as well as enterprise-grade access controls, e-discovery for emails, chats and files.

However, reportedly, users have encountered frequent connectivity and sync issues while using Google Drive. 


Dropbox

Dropbox -

  Pricing: Business Advanced Plan: $24,000/100 users/year

✓  Storage: Unlimited Storage

✓  Security: AES 256-bit encryption for data at rest and AES 128-bit encryption for data in transit, 180 days data versioning, file recovery, password protected shares, remote wipe, granular permissions, file locking, smart sync, audit logs and more.

✓  Features: Dropbox offers integrations with thousands of third-party apps, so is easier to integrate with existing workflow apps. Offers good collaboration features and offers seamless integration with MS Office and Google Docs. Smart sync helps store files smartly without taking much hard drive space. Admins can monitor team activities and easily transfer files from one user account to another if needed.

Dropbox indeed offers a great EFSS solution, but compared to FileCloud, the features are essentially the same with higher price and Dropbox has seen many security breaches in the recent past. Dropbox has been a popular target for data leaks. Even now, it doesn’t offer local encryption.


Box

Cloud Storage Services for Business Use - armix.one

  Pricing: Box Business Plus: $30,000/100 users/year

✓  Storage: Unlimited Storage, but max file size upload limit is only 5 GB!

✓  Security: A regulatory-compliant Zero-Knowledge Provider. Tools to manage user permissions and customer-managed encryption keys, tight security regulations, alerts for unusual activities. Box doesn’t provide HIPPA compliance in the business plus plan, no e-discovery, no Box governance, no Box keysafe, no DLP. Even after paying top dollars!

✓  Features: Secure collaborative and project-management tools, as well as rule sets for work-flow automation, versatile document management, mobile and desktop sync, and custom branding capabilities

While perhaps quite similar in popularity with enterprises as Dropbox, Box, is also an incredibly strong alternative to SharePoint in 2020 on the EFSS list. With tools that integrate with top workflow apps, like Google Docs, Box also goes above and beyond in offering custom branding capabilities (like FileCloud) and letting users create a professional appearance for their organization.

Although, Box’s security is great, being a uniquely zero-knowledge provider and offering multiple options for encryption and user management, you don’t get many security features like DLP as mentioned above and there is a version history limit of 50 only, so in our opinion, enterprises can get better ROI with Google Drive or FileCloud.


Egnyte

Egnyte Business Review | PCMag

  Pricing: Business Plan $24,000/100 users/year

✓  Storage: 10TB storage and 10 GB large file transfer

✓  Security: Standard encryption, includes user and group access permissions, security modules like 256-bit AES encryption, multi-factor authentication, device management, remote wipe and more

✓  Features: What stands out most with Egnyte is their great auditing system which timestamps user activities, plus a robust access permission system. Egnyte business plan offers desktop sync, mobile access, MS Outlook integration, MS Office as well as other premium integrations.

Egnyte is another leading enterprise file sharing solution, designed for enterprises. Egnyte provides the branding capabilities to customize brand assets, provides useful sharing and collaborative features, and decent security features.

Unfortunately, certain important business features like role based administration, AD/ LDAP integration and limited online storage can be a deal breaker for businesses, especially when EFSS solutions like FileCloud and Box provide much enahnced experience. There also have been frequent sync/network problems with Egnyte in the past. There is a steep learning curve for their product features and little documentation is provided.


ownCloud

ownCloud Phoenix - rebirth of the ownCloud user interface – ownCloud

  Pricing: Enterprise Subscription: $18,000/100 users/year

✓  Storage: Unlimited Self-Storage Space/ on-premise

✓  Security: Standard Encryption, Multi-Factor Authentication, NTFS Support

✓  Features: Custom branding, open-source customization options, local storage options

ownCloud is a reliable file sharing infrastructure allowing enterprises to setup a complete private file-sharing solution and avoiding popular public clouds like Google drive or Dropbox. An open source solution, it offers rich features and the ability to use on-premise.

However, ownCloud doesn’t support Windows starting version 8.1.0., and might be a downside for enterprises using Windows servers. Enterprises can opt for FileCloud instead as an ownCloud alternative

 


Citrix ShareFile

Localized ShareFile WebUI available | Citrix Blogs

  Pricing: $29,000/100 users/year

✓  Storage: Unlimited Storage Space

✓  Security: Standard encryption and SSL/TLS. Recovery sites in both the US and EU.

✓  Features: Collaborative and productivity-enhancing tools, custom electronic signature tool, access to SSO, unlimited client users (like FileCloud), Outlook and Gmail plugins, unlimited storage, large file size of 100 GB, custom branding, e-signature, mobile and desktop apps, sync, full text search, file versioning, and much more

Sharefile is Citrix’s enterprise cloud storage solution with decent user management features, and an intuitive user experience. Sync works well as reported by users and unlimited client users makes it a decent option to opt for. The file sharing is fast, especially for large files and the folder structure is easy for structuring data.

The solution itself doesn’t support Linux though, so enterprises need to keep that in mind.


NextCloud

Nextcloud 16 introduces machine learning based security and ...

  Pricing: $10,000/100 users/year

✓  Storage: Unlimited Self-Storage/ on-premise

✓  Security: Standard Encryption, SSO, SAML Authentication, 2FA, File-Locking

✓  Features: On-Premise and Cloud file-hosting, large file support, local storage support, OS compatibility

While NextCloud is a free, open-source software, NextCloud Enterprise comes as a powerful EFSS solution. Nextcloud provides an easy access to files on-premise, security features and much more. Some features include desktop sync, supported local storage, custom branding and file locking. Advanced features like data leak prevention, unlimited file versioning, unlimited free client accounts, are not available though unlike FileCloud.


Syncplicity

Syncplicity Cloud Storage Service Review | Cloud Storage Advice

  Pricing: Enterprise Plan (No upfront pricing available)

✓  Storage: 300+ GB

✓  Security: Standard encryption in-transit and at-rest, SSO, 2FA, AD, remote wipe, DLP, customer managed encryption keys and much more

✓  Features: on-premise, Hybrid solution, remote access and mobility

For a solution that’s much less popular and well-known compared to Dropbox or ownCloud, Syncplicity offers a great package with their rich collaboration features, hybrid hosting options, great security, file versioning and backup. You also get unlimited external collaborators like FileCloud and similar enterprise collaboration features.

Syncplicity’s interface is not the most modern compared to other EFSS solutions compared here and whether they will keep updating the product in the future or not is a cause for concern among some organizations without a solid backup plan.

Top 10 File-Sharing Solutions in 2020

Top File Sharing Solutions

In our age of information, most modern enterprises have started to move towards the digitization of data. Never have there been quite so many enterprise file-synchronization and sharing (EFSS) solutions available on the market — and while a wide range of choice is always good, it also makes it much more difficult to choose the perfect solution for your organization. 

After all, investing in a solution that offers either too little or too much functionality can cost you valuable time, money and resources. And no one wants that! As such, we’ve put together a list (in no particular order) of great EFSS solutions for your consideration, so that you can pick the one that offers all the features your enterprise might need, while remaining affordable and within your price range. 


Our Criteria

Naturally, being one ourselves, we have compelling opinions about what makes a fantastic EFSS solution. Here are the factors that we’re taking into account when choosing our list of Top 10 Enterprise File Sync and Sharing solutions on the market:

  • Pricing: Shelling out the big bucks doesn’t always mean you’re getting the best solution. Aside from the base price, making sure a solution offers the features that you need (for example, unlimited client accounts) could save you tens of thousands of dollars in the long run.
  • User Interface: What good are all the features in the world, if you and your team can’t figure out how to use them — or worse, if they’re hidden in so much clutter that using them feels more like a chore than a convenience?
  • Data Governance & Compliance: If your organization regularly handles sensitive data, you might be familiar with data governance policies, such as HIPAA or GDPR. A good solution helps you comply with these policies and avoid hefty legal fines by offering granular file-access, user policy management and data residency.
  • Data Security: Features like remote data-wiping, encryption in-transit and at-rest, Data Loss Prevention (DLP), Two-Factor Authentication (2FA), and alert notifications help keep your data in the right hands, even when devices are stolen or lost. That’s pretty important!
  • Integration: More than likely, you and your team uses Microsoft Word or Google Docs as your main word processor. Perhaps you send your emails via Outlook. A good EFSS solution integrates with popular office programs such as Microsoft Office 365, Google Drive and Outlook, so that your workflow stays uninterrupted.
  • APIs: Besides integrating with commonly used programs, the ideal EFSS solution should offer a wide range of APIs so that it can work and interact with the software that your team uses.
  • Customization: When your team, customers, partners and vendors access your files, do you want them to see the EFSS solution’s logo plastered across everything, or do you want to be able to label your portal with your own logo, assets and branding?
  • Mobile & Remote Access: You might not have constant access to your office computer, or even your laptop, but most of us always keep our phones around.
  • Administrative Tools: A great EFSS solution doesn’t just make it easier to collaborate and share files, but also to manage your team. An admin panel for you and your sysadmins to manage user policies, view real-time performance reports and a centralized device dashboard, plus other security tools, is a must.
  • Collaborative Tools: As more and more enterprises move to remote work, we believe that it’s not enough for modern EFSS solutions to simply store files, but also to provide tools for easier, more efficient team collaboration. These include common team folders for remote teams to share files with each other, the ability to comment on files and send messages to each other while working.
  • Identity Management: This means integration with standard enterprise identity solutions, such as Active Directory (AD) and Single Sign-On.
  • Virtual Drive: The ability to mount remote files as local files, so that data is only downloaded when they are being accessed and edited. This means a lot less memory usage on your part, and tons of space saved on your hard drive.
  • Content Management: A good file-sharing solution offers file-versioning, metadata classification, user policy management and light workflows for the easier management and organization of your team’s hard work.

Now that we’re on the same page about what the perfect EFSS solution looks like, without further ado, let’s move on to what you’re here for: the list!


1. FileCloud

 

  Pricing: FileCloud Online: $10/user/month (Standard), $15/user/month (Enterprise) || FileCloud Server: $4.20/user/month | FileCloud Server: Contact for Quote

✓  Storage: FileCloud Online: 1TB out-of-the-box, +100GB/user  (Standard), +200GB/user (Enterprise)  || FileCloud Server: Unlimited

✓  Security: FileCloud is compliant with all the most stringent data governance policies, such as HIPAA and GDPR. Encryption at rest and in transit, 256-bit AES encryption, granular file-sharing, password-protected, public and private shares.

✓  Features: From deployment models to unlimited client accounts, branding capabilities and more, FileCloud is filled with incredible enterprise-level features.

Naturally, we’re proud of our own product and firmly believe FileCloud to be one of the most powerful and affordable EFSS solutions on the market. FileCloud offers on-premise, public and a unique hybrid cloud deployment model. This deployment flexibility separates FileCloud from its competitors, and ensures that your team can enjoy the benefits of both on-premise and cloud storage systems — read more on our hybrid infrastructure here.

Our pricing is also one of the most affordable on the market, while offering larger storage plans, better enterprise-level features, and unlimited FREE external client accounts — all great for your wallet and your ROI. Feature-wise, we consider seamless, remote access to your data as the bare minimum that a good file-solution should offer. Collaborative and content management tools, a comprehensive admin panel, plus infinite customization options are all features that ensure not just your team, but also your clients and sysadmins get in on the enhanced EFSS experience.

Last but certainly not least, FileCloud is compliant with most data security governance policies, meaning that you’ll never see your organization’s good name tainted in headlines labelled with “Security Breach” or “Data Leaks”. Plus. it’ll save you tons on the fines and fees that’ll rack up if you go with a less-secure option.

ProsCons
Affordable, no paywalls, money/time-saving featuresUnfortunately, FileCloud isn't an open-source software.
Compliant with all data security governance policies With all these features, FileCloud's UI can get a bit complex for beginners and laymen
Integration with most common office softwares, APIs

2. Google Drive: GSuite

How to Find Anything in Google Apps - The Ultimate Guide to G ...

  Pricing: Free Plan: Free | Basic Plan: $6/user/month | Business Plan: $12/user/month | Enterprise Plan: $25/user/month

✓  Storage: Free Plan: 15GB | Basic Plan: 30GB | Business & Enterprise Plan: Unlimited, or 1TB / user if less than 5 users

✓  Security: Encryption in transit; no option to encrypt individual documents. Multi-factor authentication.

✓  Features: Google Drive comes with powerful, recognized collaborative tools, such as Google Docs, Sheets and Slides.

Having quickly risen in popularity over the past couple of years, Google Drive is now a powerful file-sharing solution on the market. A file storage and synchronization program created by Google, it’s best known for its collaborative capabilities via Google Docs, Sheets and Slides, which offer real-time collaborative editing of documents, spreadsheets and slides respectively. 

The solution’s enterprise plan, GSuite, comes with a similarly clean and intuitive UI, as well as integration with popular enterprise softwares such as Autodesk, Salesforce, and more. Apart from this, Google Drive for Business offers unlimited cloud storage, access from any device, offline file access, includes apps like Gmail, Google Keep, Google Sites, as well as enterprise-grade access controls, e-discovery for emails, chats and files.

However, reportedly, users have encountered frequent connectivity and syncing issues while using Google Drive. Plus, while Google Drive has fairly beefy data security with encryption in-transit and at-rest, human error on part of the developers has led to security issues, such as when Google Photos started sending private videos to strangers

ProsCons
Strong team collaborative toolsHas had major security issues through developer error
Clean mobile and desktop softwareOn the pricey end: $30,000 for 100 users/ year
Allows offline mode and offline file-editingKnown occasional syncing issues

3. Dropbox

Dropbox -

  Pricing: Basic Plan: Free | Plus Plan: $11.99/user/month  | Professional Plan: $19.99/user/month

✓  Storage: Basic Plan: 2GB | Plus Plan: 2TB | Professional Plan: 3TB

✓  Security: AES 256-bit encryption for data at rest and AES 128-bit encryption for data in transit; however, known past security issues

✓  Features: Unique “Paper” and “Showcase” features: basic “Notes” and “Portfolio” app respectively

Of course, we’d be remiss to not mention Dropbox in a file-sharing solution comparison post. With its clean, intuitive UI and easy-to-use features, Dropbox has become a well-known, household name in terms of file storage. Dropbox also offers password-protected links, integration for Office 365 and Google Drive, and strong administrative tools. However, while it certainly has its pros, we feel strongly that there are better enterprise-level file-sharing solutions — and here’s why. 

Due to the system’s popularity, it’s always been a popular target for hackers. Even now, it doesn’t offer local encryption. Their customer service certainly leaves more to be desired, as seen from their lack of 24/7 customer support.

And above all that, despite having fewer features than many enterprise-level solutions out there, Dropbox is far from the most affordable on the market, especially with their 5-user minimum. Plus, with their measly 2GB- free storage and paywalls for unlimited storage, it certainly feels like the solution is out to milk their users dry.

ProsCons
Clean mobile and desktop applicationsDisappointing 2GB starting storage space
Automatic synchronization of files and foldersFrequent past security issues
"History" feature allows access to past versionsPricier end of things, 5 user minimum

4. Box

Cloud Storage Services for Business Use - armix.one

  Pricing: Box Starter: $5/user/month | Box Business: $20/user/month | Box Business Plus: $33/user/month | Box Enterprise: $47/user/month

✓  Storage: Box Starter: 100GB | Box Business: Unlimited | Box Business Plus: Unlimited | Box Enterprise: Unlimited

✓  Security: A regulatory-compliant Zero-Knowledge Provider. Tools to manage user perms and customer-managed encryption keys.

✓  Features: Secure collaborative and project-management tools, as well as rule sets for work-flow automation

While perhaps less of a household name than Dropbox, Box, founded in 2005 and based in California, is also an incredibly strong contender on the EFSS market. With tools that integrate with other services, like Google Docs, Box also goes above and beyond in offering custom branding capabilities and letting users create a professional appearance for their organization.

Plus, Box’s security is nothing to scoff about, being a uniquely zero-knowledge provider and offering tons of options for encryption and user management.

Unfortunately, with their heavy local encryption, Box transfers tend to get slow — something that could impede or even cripple the seamless remote workflows that have become the norm today. Box also does not offer any options for on-premise or self-hosting, nor local storage, and does not perform end-point backups. Plus, while it certainly provides tons of enterprise-level features, it’s also significantly pricier than almost any solution on the market.

ProsCons
Platform-independent, apps for most major devicesMore expensive than most competition
Secure, regulatory-compliant solutionLocal encryption can slow file transfers
Tons of features, intuitive to useNo on-premise or local storage

5. Egnyte

Egnyte Business Review | PCMag

  Pricing: Office Plan: $8/user/month | Business Plan: $20/user/month | Enterprise Plan: Contact for a quote

✓  Storage: Office Plan: 5TB | Business Plan: 10TB | Enterprise Plan: Scales with your needs

✓  Security: Standard encryption, includes user and group access permissions

✓  Features: What stands out most with Egnyte is their great auditing system which timestamps user activities, plus a robust access permission system.

Egnyte has recently become one of the leading choices for enterprises, claiming to have been designed with businesses in mind. Egnyte provides the branding capabilities to customize logos, URLs and message headers, providing a more professional look. In addition to useful sharing and collaborative features, Egnyte also provides great security features, such as intuitive access permissions and encryption. It also integrates with most operating systems and devices. 

Unfortunately, there have reportedly been frequent sync/network problems with the solution. While robust in features, Egnyte provides little documentation for these features — combined with poor customer service, creating a steep learning curve for their product. There are also paywalls for features such as audit reports and storage sync, for an already-relatively-high price tag.

ProsCons
Great security measuresMore expensive than most competition
Robust user and group permissionsNo Linux support
Custom branding capabilitiesReported network and sync issues

6. OneDrive

Microsoft updating OneDrive with better web UI and sharing options ...

  Pricing: Business Plan 1: $5/user/month | Business Plan 1: $10/user/month | Microsoft 365 Business Basic: $5/user/month | Microsoft 365 Business Standard: $12.50/user/month

✓  Storage: All Plans: 1TB – extra storage space can be purchased separately for up to 1TB/$9.99/month

✓  Security: Standard encryption, file-locking, paywalls for SSO/SAML Authentication

✓  Features: Advanced sharing, mobility and security. Heavy integration with Office software.

Microsoft OneDrive is a file hosting service and synchronization service operated by Microsoft as part of its web version of Office. Naturally, this Microsoft-based solution heavily integrates with Office 365 programs that most teams use, such as Microsoft Word, Excel and Powerpoint, as well as Outlook, which is a huge plus. Certain plans even grant access to said software. It also provides encryption at rest and in transit. Overall, it has robust features that make it a strong solution, as expected from Microsoft.

Unfortunately, data privacy issues have surfaced time and time again with large corporations, and OneDrive is no exception. When using this solution, Microsoft can scan your files for “objectionable content”, stating that file security cannot be guaranteed for said content.

ProsCons
Integration with Office 365 programsFile-size limit of 10GB
Provides file-versioning featuresNo on-premise / self-hosting options
Great security measuresSecurity measures locked behind paywalls

7. OwnCloud

ownCloud Phoenix - rebirth of the ownCloud user interface – ownCloud

  Pricing: Standard Subscription: $3,750/50 users/year | Enterprise Subscription: $9,000/50 users/year | Custom Subscription: Custom pricing for 10,000 users and above

✓  Storage: Unlimited Self-Storage Space

✓  Security: Standard Encryption, Multi-Factor Authentication, NTFS Support

✓  Features: Custom branding, open-source customizability, local storage options

ownCloud is a reliable file sharing infrastructure with a client-server architecture, allowing users to setup a complete private file-sharing service with data encryption server side while avoiding popular public ones like Google drive or Dropbox. An open source solution, it offers rich features and the ability to use on-premise / self-hosting.

However, most potential users balk at the massive price tag of $9,000/50 users/year — even if you divide that into per user per month, it’s still pretty hefty — especially compared to available file solutions that have the same features while staying at 1/4 of that price! Due to being open source, there’s also a lack of a strong support system, and poor documentation. It also doesn’t offer endpoint backup, nor granular subfolders.

ProsCons
Feature-rich, open sourceRelatively high cost
Support for local storage and on-premiseNo endpoint backup or granular subfolders
Work across all popular operating systemPoor support and documentation

8. Citrix ShareFile

Localized ShareFile WebUI available | Citrix Blogs

  Pricing: Standard Plan: $55/5 users/month | Advanced Plan: $85/5 users/month | Premium Plan: $135/5 users/month | Virtual Data Room Plan: $375/5 users/month

✓  Storage: Unlimited Storage Space

✓  Security: Standard encryption and SSL/TLS. Recovery sites in both the US and EU.

✓  Features: Collaborative and productivity-enhancing tools, custom electronic signature tool. File-versioning features.

Sharefile is Citrix’s enterprise-class cloud storage solution, and they’re well-known in the commercial software and service industry. Notable features of Sharefile include an auditing system that generates activity reports, integration with Single Sign-On, download alerts, and two-factor authentication. This cuts down on the amount of time it would take to print out a document, sign it, and scan it to the cloud.

Unfortunately, despite their generous offer of unlimited storage, they do have a file size limit. The solution itself doesn’t support Linux. Plus, with a standard plan starting at $55, paywalls for features and their enforced 5-user pricing plan, it’s safe to say that Sharefile isn’t the most affordable solution for smaller organizations. Reportedly, Sharefile’s licensing plans are also misleading.

ProsCons
Great security measuresFile-size limit of 10GB
Provides file-versioning featuresNo Linux support
Simple to use, clean user interfacePricey, misleading licensing plans

9. NextCloud

Nextcloud 16 introduces machine learning based security and ...

  Pricing: Basic Plan: $2,136/50 users/year | Standard Plan: $3,823/50 users/year | Premium Plan: $5,510/50 users/year

✓  Storage: Unlimited Self-Storage

✓  Security: Standard Encryption, SSO, SAML Authentication, 2FA, File-Locking

✓  Features: On-Premise and Cloud file-hosting, large file support, local storage support, OS compatibility

While NextCloud is a free, open-source software, NextCloud Enterprise comes as a powerful, pre-configured EFSS solution that takes some of the guesswork out of configuring their free, alternative solution. It certainly totes the basics expected of any EFSS solution, such as audit logs, a desktop sync client and user management, and has great security with end-to-end encryption.

Unfortunately, similar to ownCloud, which NextCloud was a spinoff of, the open-source software can come with a lack of support and documentation. As such, many deployments, updates and bug fixes fall to you and your team — wasting precious time that could have been used on other productive activities.

ProsCons
Strong collaborative featuresLack of support and documentation
Good security measures, with encryptionSelf-dependent for updates
Compatible with common operating systemsOn the pricier end of things

10. Syncplicity

Syncplicity Cloud Storage Service Review | Cloud Storage Advice

  Pricing: Personal: $5/user/month | Business: $5/user/month | Enterprise: Contact for quote | Government: Contact for quote

✓  Storage: Personal: 100 GB | Business+: 300GB

✓  Security: Standard encryption in-transit and at-rest, SSO, 2FA

✓  Features: Hybrid solution, remote access and mobility

For a solution that’s much less popular and well-known, Syncplicity offers a surprising punch with their rich features, hybrid hosting options, great security, file restorations and backup. In addition, good things have been said about their customer support, with online chat and a 24/7 phoneline. 

At a price of $60 for even the lowest personal plan and a whopping minimum of 25 users, Syncplicity is far from the most affordable solution on the market. Syncplicity also doesn’t support customer-managed keys. Plus, Syncplicity uses a traditional interface — great for the early 2010’s, but perhaps not the most modern for today’s standards.

ProsCons
Hybrid file-hosting solutionHigh user minimum, expensive
Great customer service, 24/7 supportNo user-managed encryption keys
File restorations and automatic backupLow storage - 300GB

Dropbox VS FileCloud Online – Why More Customers are Switching to FileCloud Online

 

In recent times, we have seen many businesses switching to FileCloud Online from Dropbox. We have asked our customers to explain to us the reason(s) why they migrated away from Dropbox to FileCloud Online. Here are some of the reasons in verbatim,

Control – With Dropbox, we couldn’t create a required file system structure. The content our team generates is valuable, and often it would get stored in places that made it hard to find or manage. With FileCloud, we’ve set up a structure that appears the same to everyone, and that individuals cannot change to be different locally.

Transparency – With Dropbox, we ultimately owned all the files our users put in Dropbox, but the only way we could access or see those files was to remove the user from Dropbox, at which point it transferred the files to the admin. With FileCloud, we can administratively access those files, and see what users are sharing.

Customization – With Dropbox, we could not customize the background or login page to showcase our business brand to our customers and partners. FileCloud offers extensive customization options to customize the background and broadcast our brand.

Cost -Dropbox costs 240$ per user per year vs FileCloud Online – which only costs 120$ per user per year. For 100 users, we could save over 12,000$ per year!

 

How To Create Document Approval Workflows Using FileCloud Custom Metadata

 

In this blog post, we show you how to use FileCloud custom metadata to add features like approval or verification of documents for it to be shared internally or externally.

How to Implement Document Approval Workflows Using FileCloud Custom MetaData

In this blog post we show you how to use FileCloud custom metadata to add features like approval or verification of documents for it to be shared internally or externally.

In the remote work scenario, it is often difficult to monitor and regulate document access and shares. Be it a Marketing Manager trying to make sure the PR release is verified by him before sharing it to the PR agencies or a Sales Manager trying to make sure the contract is verified and approved by him before sending it across to his clients.

In the following example, we show you how to implement the document verification in an organization using FileCloud and how to make sure the documents cannot be shared until and unless approved.

I. How to Implement Workflow for Document Verification in FileCloud

  1. Log in to your Admin account to enable the workflow and click on “Metadata”

 

 

 

 

  1. Under “Manage Metadata Settings”. Click on “Edit” in Verification Status

 

  1. Under “Edit Metadata”, set “Definition” tab, under “Attributes” add the name of the Metadata Set and description and status of the verification. Click on “Edit”.

 

  1. Under “Edit Attribute”, add “Verified” and “Pending Verification” as predefined values and save it.

 

Now you have set the attributes for the Metadata Rule.

  1. Now go to “Smart Classification”, where you will be able to see the verification engine rule you just created as enabled

 

  1. Next, go to “Smart DLP”, where you can see the “Document Verification Pending Rule” under “Manage DLP Rules”

Here –  “Select Affected User Action to Share” using the dropdown. Add the rule expression in Verification Status to Pending Verification. Select DLP action to deny and DLP mode to Enforce. Add a custom notification to display, for example: “This Document cannot be shared until it is approved and update the DLP rule.”

This is how you implement the Document Verification workflow using FileCloud

 

II. How does this work at the user end?

  1. At the user end, you see the documents with the verification engine enabled with a tag, and you can see the pending verification status under the metadata tab as show

If you try to share the document, you will get a display notification.

 

III. How can Managers Approve the Documents?

So the managers after reviewing the documents can then go the metadata section in his account of the particular documents he wants to approve and select the verified from the dropdown.

 

 

IV. Sharing the Document after the approval

After the Manager’s approval, the user can then be able to share the document. He will be able to see the status of the document as verified in his metadata tab once the document is verified and approved by the Manager.

The main idea here is to ensure the collaboration between the manager and his team in a remote work scenario can utilize better processes to make sure the documents are not shared within or outside the organization without being verified and approved first.

 

 

New 19.2 Release: DLP Azure, Data Classification and More

Data privacy regulatory landscape is changing fast. More and more countries are enacting their own data privacy regulations similar to GDPR. Organizations are facing a new reality where they need to comply with an array of data security privacy regulations (GDPR, CCPA, UK’s Data Protection Act 2018, and NZ Privacy Act) in a short period of time. Keeping the evolving future in mind, We are bringing major new FileCloud functionalities like Smart DLP, Smart Classification and SIEM Integration to make your content compliance and governance easy.

Smart DLP

Our simple, flexible, rule-driven Smart DLP system securely prevents data leaks from end users and can save enterprises from huge compliance fines.

Smart DLP Rules

Smart Classification

Our Smart Classification engine automates your PII/PHI/PCI Discovery. Find personally identifiable information (PII), protected health information (PHI), payment card information (PCI) and other sensitive content quickly.

Content Classification Rules

SIEM Integration

FileCloud now integrates with enterprise Security Information and Event Management (SIEM) tools. This new capability allows system administrators to monitor FileCloud alerts and audit events (What, When, Who and How) in one central place for ease of security management and complete protection.

Azure Blob Storage Support

Our vision is to make FileCloud – the most powerful cloud-agnostic enterprise file services platform that allows organizations to access, share, sync, search and govern organization data. This new release brings Azure Blob storage support to FileCloud making Azure as a first class citizen in our platform. It is a significant milestone in reaching our vision. With this new integration, FileCloud allows organizations to access, share, sync, search and govern organization content stored in Azure.  This integration will greatly benefit organizations in Azure ecosystem and companies who rely on Microsoft products and services.

In addition to the major features, the release includes hundreds of product improvements and security fixes. You can find complete release notes here.

Customer-centricity is one of our core values and our product roadmaps are driven by your requests. As such, we ask that you keep your feedback coming. We’re very proud of this update, and we hope that it comes to serve you well.