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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.

FileCloud vs Box – Better Alternatives to Box

2020 was a lot of things, but the unprecedented chaos of the year inarguably taught us some things: that the age of information is upon us, and that the digitization of data is inevitable. 

As companies scrambled to adjust to the sudden norm of remote work and all the employee needs that arose with it, it became apparent that having a strong foundation of digital infrastructure was vital. Companies with powerful Enterprise File Sharing and Sync (EFSS) solutions already in place were able to jump start their new ventures into remote work, without worrying about security, user training, data leaks and other administrative issues. 

Now, a year later, even the most rigid of companies have eased into their file-management solutions; some have even discovered the convenience of remote work and may be adopting it permanently in the future. 

However, choosing the wrong EFSS solution in long-term use cases can lead to huge losses in fines and reputation down the road. After all, investing in a solution that offers either too little or too much functionality can cost you valuable time, money and resources. 

We aim to help administrators and business-owners make the right decision about the best EFSS solution for you, as well as avoid some common pitfall traps when it comes to choosing one. That’s why we’re here to offer a comparison of the top EFSS solutions on the market between our very own solution, FileCloud. 

About Box

Today, we’re going to be going over a detailed comparison of Box vs. FileCloud. While perhaps less of a household name than Dropbox, Box 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

About FileCloud

Naturally, we’ve aimed to optimize our solution to be one of the strongest and most feature-rich solutions on the market. We firmly believe that FileCloud is one of the most affordable and powerful enterprise file-sharing and sync 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

Comparisons 

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.

The lowest possible options in Box’s Business Plan will cost $11.99/user/month, whereas FileCloud Server (Self-Host / On-Premise) will cost you just $4.20/user/month and FileCloud Online (hosted by us) costs you $10/user/month.

For a medium-sized company with 100 users, this could save you thousands each year, without compromising on features! 

Privacy and Security

Box offers incredibly solid security, with file-locking, two-factor authentication (2FA), SSO, encryption at rest and Active Directory support. These functionalities both help your team stay away from account compromisations, as well as prevent malicious activity. However, Box does not offer integration with existing home directories, NTFS support, network share or network versioning support.

FileCloud, on the other hand, provides all of those things! Plus, in addition to our newest DRM capabilities, we’re also committed to keeping your files safe with remote-data-wiping, strong encryption models, data loss prevention (DLP) and automatic alerts on unusual activities.

Hosting Options

As mentioned above, FileCloud offers a unique hybrid hosting option. Why choose between the security of on-premise file-hosting, and the flexibility of public cloud storage, when you can have both? Enjoy low-latency, local-file access in the office, and seamless remote access with the cloud from the comfort of your own home or on the go.

Box does not offer on-premise or self-hosted options. In addition, it also doesn’t offer multi-tenancy support, nor can it run on docker or Linux, surprisingly! Of course, these are all available in FileCloud’s vast array of hosting options. 

Storage, Sync & Backup

Box, while it offers extremely strong sync and storage features, has unfortunately put in place a ton of limitations for even premium plan users. While it commendably has no storage limit for total file size, it has a measly large file transfer limit of 5GB, which can easily be hit with even the smallest of log files and the like. The Storage Sync function is limited per plan, and Box does not support local storage.

FileCloud offers all of the features above, with a few notable differences: our plans do not restrict file size transfer limit at all, meaning you’ll be able to send as many massive files as you could possibly need. We also offer branch office synchronization for the needs of particularly large organizations. Naturally, we also provide endpoint backup for multiple folders.

Mobile Features

Today, it’s unreasonable to limit work to a work computer — or even to a laptop. It has just about become a necessity to be able to work on-the-go and respond to emergencies or new situations with speed and flexibility. It’s for this reason that we’ve put special care into crafting our mobile applications. Access and share large files with your team or manage team permissions anywhere, anytime, and from any device with our iOS, MacOS, Android and Windows apps. 

Unfortunately, Box, while it has a mobile application that supports iOS and Android, does not offer iOS or Android media backup, which is a pretty important feature to have in case of misplaced or compromised devices. 

Governance and Retention

FileCloud, on the other hand, lets administrators automate all processes related to protecting sensitive files. For instance, administrators can create a retention policy that disables a user’s ability to delete or edit any of the files and folders named in the policy. To resolve the issue of conflicting policies. FileCloud gives your system administrators the ability to control how files are retained and deleted, as well as policies such as legal hold, archival and retention for an unlimited amount of time.

Box offers a similar retention policy system, which is an impressive feature to have in any sort of Cloud Enterprise File Sharing and Sync solution! We were certainly very impressed to see another solution match us in terms of data governance, as data security is one of our very top priorities. 

Customization and Branding

FileCloud offers a comprehensive set of options that let you whitelabel your solution for your team, vendors, partners and clients. After all, we believe your file sharing system should promote your brand, not ours. You can customize FileCloud with your company logo, login page image, email templates, ToS and user interface elements. Plus, you can also run FileCloud under your own business domain.

Box does offer some solid custom branding capabilities, but only for Enterprise Plan Users, ensuring that you’ll need to fork out some extra costs in order to obtain what we believe is a fairly basic and necessary function. 

Auditing Features

Box provides a very impressive array of auditing features for system administrators to keep track of. With an access-monitoring control panel, detailed audit reports, geo IP access reports, pattern search and role-based administration, Box definitely shines in terms of logging user actions. However, mobile device management (which is vital in today’s age of working on-the-go) is only offered to Enterprise Plan users. Box also lacks file analytics, which typically report a summary of client applications according to OS and type, user shares, active file-management, and file type distribution.

FileCloud offers a much more detailed audit log, with all of the above and the following additions: new account creations, logged-in users, common searches and the quantity of uploaded/downloaded files. Because just about every operation is optionally logged, we also offer the following log-management tools to avoid overly large audit database entries: removal of log entries with the administrative dashboard, configurable limits for which operations are logged and exportable .CSV archive log files. 

Workflow Automation

FileCloud integrates with many external apps, but also promotes efficiency by simplifying time-consuming tasks via workflow automation. FileCloud’s workflow automation helps design and manage processes with simple logical statements. Users can use conditional combinations to automate many file related tasks from developing business processes to enforcing policies.

Box offers all of these features, making it a truly impressive solution in terms of workflow automation!

Conclusion

There is no such thing as a one-size fit all solution for EFSS solutions. Each enterprise may value different features, price points and focuses over others. 

At FileCloud, however, we aim to meet all sorts of enterprises, organizations and companies where they stand, in terms of their file sharing, sync and management needs. We firmly believe that with our vast range of plans, features and experience, FileCloud has something for everyone.

We hope that this article has helped you in finding the perfect EFSS solution for your organization! 

Cyber Security Trends To Watch Out in 2021

Cyber Security Trends 2021

 

With ever-growing cybercrime rates and AI stepping up its hacking game, the field of cybersecurity holds an instrumental position in almost every organization.

The cybersecurity landscape is constantly changing with hackers finding new ways to target businesses and cybersecurity professionals trying to keep up with the defenses. The proliferation of IoT devices, the increased acceptance of a cloud-only model, and new threats like ransomware and botnets are some of the key factors driving cybersecurity trends. Companies of all sizes have embraced the cloud and open source has become the standard for infrastructure software. Both pose their own blend of benefit and risk. A major data center attack or failure could be problematic for many companies, and we can certainly expect an increase in the number of cyber-attacks based on open source vulnerabilities

Ransomware

Cybercrime is everywhere! Cybercriminals are opportunistic. The Pandemic has made the world more vulnerable to cyber-attacks. Cyber insurance provider Coalition states that ransomware accounted for 41% of all cyber insurance claims filed in the first half of 2020. Over the past 12 months, the perpetrators behind these cyberattacks got better at infiltrating enterprise networks, with brute-force attacks on remote access software such as Remote Desktop Protocol and VPNs, the malware used to gain a foothold, and bots to help spread the ransomware.  Targeting the most vulnerable victims and strategies that make it difficult to recover encrypted data will keep ransomware the most profitable way for cybercriminals in 2021 and the single biggest threat for all enterprises. That makes it critical for information security officers to ensure they follow best practices for reducing ransomware risk this year.

Digital Rights Management

The number of internet users will continue to increase in the coming year, and 84% of organizations will continue to support remote work even after a stay at home orders are lifted. Combining these trends with the rapid development and adoption of technologies like 5G (which enables malicious actors to execute attacks and move data much more quickly) suggests that we will see an increase in the number of people around the world who are impacted by data breaches. Due to the rising demand for digital content security and management, the DRM market is expected to expand at a significant pace this year. The adoption of innovative revenue models and the introduction of stringent policies and regulations by governments for the protection of intellectual property (IP) from unfair usage and illegal competition is also driving digital rights management. Lack of awareness about enterprises about the benefits of DRM solutions and lack of common standards to manage digital content restrict the growth of this market. The various digital rights management applications such as mobile content, mobile gaming, and e-books in different verticals offer opportunities for the global DRM market.

Zero Trust Network Access

Zero trust network access (ZTNA) services, also known as a software-defined perimeter (SDP), are a set of technologies built to provide fast, secure access to private applications without placing a user on the network.

Based on the sensitivity of data access, we should be consistently re-verifying users at points where it makes sense. At the same time, we want to make sure the user experience for legitimate users is as seamless and comfortable as possible. It’s a balance between making things more productive for end users while increasing the security level by continuously monitoring and deciding if we need to re-prompt for verification.

In the zero-trust security model, you grant access – to critical applications, data, and endpoints – only to those users and devices that have already been authenticated and verified. This approach is based on three essential steps:

  • Verifying users when they login to the system
  • Validating devices before they connect to the network
  • Managing privileged access

Cloud Misconfigurations

Misconfiguration occurs when computing assets are set up incorrectly, often leaving them vulnerable to malicious activity. Misconfiguration of cloud resources is a leading cause of data breaches and could allow deletion or modification of resources and service interruption. Cloud misconfigurations are considered a data security risk by 95% of IT decision-makers. As public clouds become more widely used within an organization, the risk of misconfiguration grows. But it can be avoided as long as organizations use cybersecurity and policy automation to keep up with the sheer volume of network activity. If more IT security tasks are automated, organizations are better prepared to reduce hybrid cloud complexity and improve network visibility to prevent cloud misconfiguration from happening in the first place.

Compliance Will Be the Key

Security and compliance teams face an uncertain 2021, and there will no doubt be increased regulation as a result of COVID-19. But there is also data compliance uncertainty between the US, Europe, and the UK as a result of the UK exiting the European Union in January 2021. Organizations will need to adopt protective security arrangements to meet the changing threat landscape, including the challenge of managing a remote workforce at scale. 55% of enterprise executives plan to increase their cybersecurity budgets in 2021 and 51% are adding full-time cyber staff in 2021.

2020 has been a difficult year for compliance. We have already seen the EU-US Privacy Shield being revoked. Any businesses that handle sensitive or personal data, such as HIPAA-compliant healthcare organizations, must take extra care during this pandemic. Each legislation is still enforceable despite some relaxation of enforcement by governing bodies like the Office for Civil Rights (OCR). Other data privacy acts, such as GDPR, CCPA will continue to take action against businesses that suffer a data breach.

Passwordless Authentication

The identity will become the new security perimeter. In 2021, IT teams will implement a more robust identity and access management (IAM) strategy and solutions such as Single Sign-On (SSO), password management, and multifactor authentication (MFA) to support a secure digital dynamic workforce and to further enhance remote employees’ security. We will see a larger number of organizations adopt passwordless authentication.

Data Sovereignty Will be a Priority

Privacy and data protection have been a major driver for restricting international data transfers. Policymakers in the EU and around the world are focusing their attention on the rollout of digital infrastructures like the cloud and 5G, to reduce dependence on international suppliers and to prevent potential surveillance activities by foreign governments. Data localization approaches have been embraced around the world (e.g. Russia, Brazil, China, India, Vietnam) to ensure easier law enforcement access to data for criminal investigations and prosecutions. Finding a policy solution to cross-border data transfers is an unprecedented opportunity: a new Privacy Shield might set the benchmark for global data flows.

Smaller and Efficient Collaboration Tools

we’ve seen time and time again that these open, large-scale video calls created opportunities for bad actors to gain access and disrupt meetings. As companies double down on cybersecurity and employees prioritize productivity and experience higher levels of online fatigue, the functionality of these all-hands calls will diminish. Instead, people will prefer private, highly-focused video groups and breakout rooms centered around efficiency, specific goals, and collaborative interactions.

FileCloud Aurora – All About Visual and Animated Cues

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 visual functionality additions to our new UI: Visual and Animated Cues.

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 Visual and Animated Cues?

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. These cues range from simple color-coding of each separate part of your Drive in order to help you subconsciously navigate the workspace faster, to easy-to-recognize icons that save space while also helping you work faster. 

We’ve also added tons of personalization options for your viewing pleasure — when you’re spending as much time as you are working within an EFSS solution, the least it could do is be themed in your favorite color, after all!

Color Palette / Personalization

You can also completely change the color palette of your workspace! Don’t like the default color themes? Change them to any hue and varying saturation levels in the settings like so:

Not only are the colors customizable, so is almost everything else on display, such as date format, time format and language. Of course, FileCloud Aurora also boasts our usual branding capabilities, in which admins can change every aspect of the workspace, including URL, login background, templates and more.

We’re confident that no other file-sharing solution offers remotely the level of customizability to your own workspace. Naturally, we also have a clean dark theme ready for you to use. #DarkThemeMasterRace, after all. 

Visual Hints, Cues & Animations

As mentioned before, there are tons of little cues and hints that we’ve added into FileCloud Aurora during the redesign process of the UI. Not only are there now animations for each little action you take with your files, there are also colored visual cues that mark out each separate area of your library. 

For instance, Team Folders are marked with a dark blue dot in this workspace. Navigating to Team Folders adds a dark blue line across the top of the screen, indicating which area the user is currently in. This means that the more you use Aurora, the easier you’ll find to navigate the workspace, and you’ll never need to scrutinize the URL or header to figure out which area you’re viewing — you’ll just subconsciously know!

Conclusion

It might seem like a subtle change, but when your team is shaving seconds off every 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!