Best Practices for External File Sharing – File Sharing, Sync and Backup

Share Business Files Externally, but Securely

Business File Sharing

Businesses working with external vendors and clients have to frequently share documents outside of their organization. Security and anywhere-access is essential while externally sharing files. With FileCloud, external file sharing abilities, you can easily organize, protect and monitor sensitive documents with external users.

Security With or Without Password

Securely share your files with external clients with or without a password. Without password security, any user with the link can access, while, password protected share will ask for the password — either way, our advanced encryption and data leak prevention ensures that your data stays safe and in the right hands. FileCloud also offers many more secure file sharing options.

Robust Administration

FileCloud admin features allow for total control over external sharing. FileCloud features include remote wipe, device management, granular file permissions, smart DLP, advanced audit logs, unlimited file versioning, unlimited client/partner accounts for easy external file sharing and much more.

FileCloud has received the Gartner Peer Insights Customers’ Choice Distinction for the fifth consecutive time!

92% of our customers would recommend us to a friend.

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4.5

Why are External File Sharing Practices Important?

This is the era of technological evolution. AI and cloud computing have created a mass revolution of industrial functioning. Businesses can no longer function using traditional information and data sharing portals. With increasing outsourcing of large business functions, clients across the globe and even distributed teams, external file sharing is a necessity.

This is where cloud file-sharing comes into picture. Nevertheless, careless file-sharing can still wreak havoc in a company. Therefore, the common suggestion is to implement key features within the system to ensure smooth function. While every company has its set of rules, there are some best practices every business can follow. We have highlighted some important external file sharing practices:

1. Exercise full control over your data

While traditional data sharing through emails is an irreversible process, file sharing through cloud computing gives the user more control. The user can implement permissions within the system, to allow or deny access depending on identity. With one click, the administrator can change the flow of data at any time. Not only that, but the user can also limit activities within the access granted. For example, one can make it so that people with data access can only read but not edit the file or can edit specific sections of the file barring others. Sensitive files can be sent through private data sharing, and since the receiver needs to have an account within the system, the files go through better audits and stronger security measures.

2. Security IS in your hands

Data upload, access, and retrieval are in your hands when you use cloud services. A company must always categorize their data into sensitive and non-sensitive groups. Along with the integrated security measures, sensitive data should also be protected via enforced passwords.

3. Check for PII or personally identifiable information

Before sharing, ensure that no health information is shared unnecessarily and every file being shared ensures regional compliance

4. Share with appropriate permissions

While all file permission options are provided in leading file sharing solutions, its up to the users to Keep a check while sharing files with appropriate permissions. Admin also has added responsibility of checking file analytics to ensure that nobody other than an assigned person has unauthorized access to files externally.

FileCloud External File Sharing Options

Set an expiry date for the share
Restrict downloads of the file
Enable email notifications
Enable password protection

Keep Sensitive Business Files Secure

Share business files and confidential documents with password-protected links, set view, download, edit permissions, set expiry dates on shared links or delete them anytime so that files are shared with who you want and when you want.

Private File Sharing

In case you want to share files with new uses privately, you can invite a new user using email to create a FileCloud account and share a file easily.

External File sharing

Secure File Transfer

Create secure links to expedite the process of sending files or folders to any user. Edit files or upload new versions easily, without having to change your original link.

Control File Access

Stay in the know whenever your files are accessed or downloaded. In addition, be in complete control of what and whether users can print, transfer, or download your files.

Work in Encrypted Team Folders

FileCloud secure network allows for the sharing of business files and folders with your team. Choose who can check, add to, alter, or see your data and information.

Secure Share With Clients & Partners

Share business files and confidential documents with password-protected links, set view/download/edit permissions, set expiry dates on shared links or delete them anytime so that files are shared with who you want, when you want.

Manage User Rights & Changes

With our intricate panel, admins can manage team folders with different user permissions, track changes in files, and restore old backups of files as needed.

Work via FileCloud Drive

With FileCloud, you can access and share thousands of files directly from your desktop, quickly and easily, all while requiring very little hard disk space.

Easily Share Workspaces With Ease

Right-click a folder to share it directly or open it with FileCloud, and invite your team to view, edit, upload and share business files. This turns files and folders into shared workstations.

No Data Loss Anymore

A stolen laptop or a hard disk crash no longer means you lose your files. Store all your working documents and projects securely in FileCloud Cloud storage.

Keep Sensitive Business Files Secure

Share business files and confidential documents with password-protected links, set views, downloads, edit permissions, and expiry dates on shared links or delete them anytime so that files are shared with who you want, when you want.

Private File Sharing

Share files with your team and partners with public, private and password-protected links. Secure your data with granular sub-folder level permissions, and view documents safely with our built-in preview system.

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File-Sharing & Multi-Device Access

FileCloud can provide access to files through desktop and mobile apps that are simple to use. By connecting FileCloud to existing storage in the enterprise, such as Windows network drives, FileCloud can operate as a single access point for files across the enterprise.

In case you are at someplace where you cannot access your laptop, access the VPN, send emails, attach files, or sync with the client, just to send a file, you can simply use your mobile phone with the FileCloud app to share the file instantly.

Whether using FileCloud online, or on-premise storage, you have a single interface to access, sync, and share files on any device from anywhere.

“FileCloud is by far the best on-premise file sharing solution.”

Change the Way You Manage and Share Data

As secure file transfer has turned into a business requirement, automation proves its worth. Manual methods may allow users to upload the wrong folders, forget passwords, or accidentally delete folders.

Manual e-mail notifications are saved as a draft only or sent to the wrong address. Automation of uploading, downloading, notifying, sharing and other processes with secure share network minimizes the risk of error and adds security.

Use workflow automation to streamline business processes.

“Easy integration of FileCloud with our existing network drive structure was superb”

Large File Sharing support

In most business process applications, the size of the files to be transferred may be very large. Some design agencies, real estate companies or accounting firms may need to share very large files regularly.

Most business users rely over email to share large files either because of file sharing size restrictions or due to security concerns. FileCloud allows large file-sharing without size restrictions as well as through secure encryption.

“We love FileCloud’s simplicity, mobile apps, and above all, responsiveness of FileCloud team”

More FileCloud Advantages

FileCloud can be self-hosted on on-premise servers, AWS and Azure.
FileCloud can be deployed on a windows server.
FileCloud supports existing windows file shares with NTFS permissions.
FileCloud integrates with Active Directory so users can keep using the same Active Directory credentials.
FileCloud offers external file-sharing capabilities to share files with vendors, partners, and customers.
FileCloud offers powerful device management capabilities (inventory, remote wipe/block).
FileCloud offers strong metadata management capabilities to classify files using tags and custom metadata sets.
FileCloud allows for manual retention, share deletion policies, and file classifications.
FileCloud provides powerful administration features for system admins such as device dashboard, detailed audit log, reports and much more.
FileCloud offers unparalleled branding/customization. Change the logo and login screen, brand your file-sharing emails, and run it on your own custom domain.
FileCloud offers federated search and DLP capabilities that support e-discovery and GDPR compliance.
FileCloud offers security and permissions at folder/subfolder levels.
FileCloud offers virtual drive & selective sync capabilities.
FileCloud provides HIPAA, FINRA, NIST 800-171 and GDPR compliant security and data protection measures

“We liked FileCloud’s pricing, comprehensive feature set (branding, encryption) and the responsive support”

Data Security

For external file sharing, data is exposed to the public internet. If the released data is proprietary, classified or secret, or subject to privacy regulations, security is mandatory.

For regulatory compliance checks, FTP is a risky business. Many audit companies see FTP propagation as a critical issue. However, FileCloud’s Secure Share technology offers significant benefits such as encrypted data encryption and advanced user access controls.

“We tested about five other solutions like Team Drive, OwnCloud or LeitzCloud. In the End, FileCloud won that battle clearly.”

Worldwide

FileCloud

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Austin TX 78750, USA

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Fax: +1 (866) 824-9584

Europe

FileCloud Technologies Limited

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Limerick, Ireland