Archive for the ‘FileCloud’ Category

Run Solr in FileCloud on a Custom IP Address for High Availability Configurations

FileCloud Enterprise Server utilizes various software services to support FileCloud functionalities. These services include the FileCloud Helper service, virus scanner service, enterprise identity services (Active Directory, LDAP, or ADFS), and Solr service, among others. Failure of any of these services can impact the end-user experience.

In this blog post, we’ll go through the step-by-step process to run the Solr service in FileCloud for a High Availability (HA) configuration in a Windows environment on a custom IP address.

FileCloud High Availability (HA) Architecture

Before we dive into the instructions, let’s review what it means to have a High Availability (HA) configuration in FileCloud.

By implementing this architecture with FileCloud, admins can improve service reliability and reduce downtime in IT environments. FileCloud supports HA in both Linux and Windows environments (though this post focuses on a Windows environment).

HA architecture is implemented across three tiers:

  • Tier 1: a web composed of load balancers and access control services
  • Tier 1: stateless application servers (e.g., Apache nodes and helper services)
  • Tier 3: database (data layer)

You can learn more about HA architecture and FileCloud by visiting our FileCloud Enterprise Server documentation.

Diagram of FileCloud High Availability architecture

Configure Solr with a Custom IP Address

To configure Solr to run on a custom IP address as part of your High Availability (HA) architecture with FileCloud, follow these step-by-step instructions.

Step 1: Install FileCloud and Enable Solr

The very first step in our guide is to install FileCloud on your Windows server (if you haven’t already done so). You will also need to enable Solr from the FileCloud Control Panel, listed as “Content Search” under the optional services.

FileCloud Control Panel Start-Stop Service

Step 2: Locate the Solr Service File

Next, navigate to the folder location solr>bin>dir. By default, this location should be :C:\xampp\solr\bin
Then, open the file “solr.in.cmd” with the Notepad ++ application.

Folder directory showing Solr folder in C drive

Step 3: Set a Custom IP Address

In the solr.in.cmd file, search for the parameter SOLR_JETTY_HOST. Replace the standard IP address (127.0.0.1) with the custom IP address you are using for your HA configuration.

Solr Command File text

Step 4: Confirm the Changes

After making the changes, close the file and restart the Content Search (Solr) service from the FileCloud Control Panel.

Note: If Solr was already running, you can stop the service and kill the java process manually using resmon.exe service. Then restart the Solr service. Simply stopping then starting the content search service in the Control Panel is not enough to kill java processes. 

Step 5: Verify Solr Status

After you have restarted the Content Search service, you can verify the status of Solr using the command prompt. First, ensure the port is listening to the custom IP address.

Command Prompt confirmation of listening port

Once you have verified the port, you can try loading the Solr page using the browser.

Image of Solr dashboard

Note:

When connecting FileCloud application servers to Solr, ensure that port 8983 is whitelisted across the firewall; this can be verified using telnet commands.

In case of migration, copy the existing core files (found at this location: C:\xampp\solr\server\solr). These files should be saved to the same location in your new server.  

Conclusion

FileCloud is a hyper-secure and highly customizable content collaboration platform. Our Enterprise Server solution provides an on-premises infrastructure that can be configured to suit a variety of business and enterprise needs, including High Availability architecture.

Interested in exploring more HA solutions with FileCloud?

Check out our blog post on enabling Solr with cluster management solutions, Pacemaker and Corosync. You can also read our documentation or contact support to find out how you can enable HA architecture in your FileCloud Enterprise Server environment.

 

Article written by Nandakumar Chitra Suresh, Support Engineering Manager
Edited by Katie Gerhardt, Junior Product Marketing Manager

 

Admin UI Updated with Intuitive Look and Feel

Since the 22.1 version of FileCloud was released (November 2022), the Team Folders admin UI has been updated for a more streamlined and intuitive experience, mirroring the front-end UI that appears in the user portal. This change follows a pattern of similar changes updating elements of the Admin UI to improve ease-of-use and functionality.

These updates have improved the visual and user experience for the main dashboard, the users and groups management tab, and governance features. Now, all UI elements in the admin portal have been updated.

FileCloud Admin UI Update Streamlines Team Folders

The update to the admin UI in FileCloud resulted in minor changes, designed to refresh the overall look while maintaining the same functionality and behavior. Other changes involved entirely restructuring and redesigning existing elements. The Team Folders tab in the admin portal is a prime example – this UI has been simplified so it is more intuitive and appealing to use.

FileCloud Team Folders UI Old

Below, you can see the optimized Team Folders tab in the admin portal, which mirrors that of the user portal, creating a streamlined UI between the two.

FileCloud Team Folders 22.1 UI

Basic Team Folder Operations

The basic operations to create a “New Folder,” “Upload Folder,” and “Upload File” are now available from the blue drop-down button on the top right corner.

FileCloud Team Folder Operations Menu

Actions like “Delete,” “Copy,” and “Move” are available now in the “more options” (three-dot) button on the top right:

FileCloud Team Folders - More Options

Team Folder Actions

With the admin UI upgrade, Team Folder actions are not only limited to the “more options” menu on the top right. When you mouse over elements in the folder/file list, an action toolbar appears to make these options easily accessible.

Actions for Team Folders will appear when you mouse over a Team Folder. Actions include:

  • Share
  • Download
  • Rename
  • Copy
  • Move
  • Remove
  • Permissions

FileCloud Team Folders Actions

New Share Window

Sharing a Team Folder from the admin UI has also been updated to use the same sharing look and feel from the front-end UI:

FileCloud Team Folders Share UI Old

Sharing a Team Folder from the admin portal is easier than ever with the updated UI available with the 22.1 release.

FileCloud Team Folders Share 22.1 UI

Note:

Before this update, the Delete and Manage options would only show when you clicked on the “Misc” button; now, they show directly in the Sharing Permissions.

Manage Folder Security

Folder Permissions was the last element of the new UI to be updated. Although the change was minimal, the look and feel have been updated to match the rest of the user interface.

FileCloud Team Folders Security UI Old

Below, you can see the changes with the new UI after the 22.1 release:

FileCloud Team Folders Security 22.1 UI

Admin UI Update Conclusion

The 22.1 release from FileCloud included a variety of upgrades and new features that we’re excited to share with our community. Updating the admin portal to make it more streamlined is just one way that we’re striving to improve FileCloud. By optimizing the user and admin experiences, we aim to resolve technical pain points, improve productivity and collaboration, and make FileCloud a technology solution that is truly pleasant to use.

Curious about the other improvements FileCloud 22.1 introduced? Check out the release notes.

Interested in seeing FileCloud in action? You can schedule a demo on the FileCloud home page or sign up for a free trial.

 

Article written by Daniel Alarcon, Technical Support Manager

Edited by Katie Gerhardt, Junior Product Marketing Manager

 

FileCloud Recognized in List for “Top 10 Content Security Providers 2022”

FileCloud was recently named in the GRC Outlook’s listing of Top 10 Content Security Providers for 2022. This list, compiled by a panel of experts, assessed solutions that protect client-side environments using content security strategies.

Securing Content in 2023

Ransomware and cyberattacks are becoming more sophisticated, prevalent, and expensive. An IBM report on data breaches revealed that a data breach in the United States costs, on average, $9.44 million. (Data breaches globally are lower, with an average cost of $4.35 million.)[1]

Having a layered defense in place, like firewalls, antivirus scanning, end-to-end encryption, and two-factor authentication, help reduce the attack surface of an environment. However, creating a comprehensive content security policy takes resources, time, and expertise to implement, which can serve as barriers to small businesses or enterprises with complex infrastructure.

Furthermore, there are many solutions on the market, ranging from singular plug-in style solutions to comprehensive platforms that provide an all-in-one experience.

Picking the solution that meets your business needs is a challenge, especially when trying to balance against budget, ease of use, vital functionalities, and future needs in line with business growth.

GRC Outlook Magazine is here to help clients do just that – evaluate all the options throughout the market to identify the best solutions serving governance, risk, and compliance (GRC).

What is GRC Outlook Magazine?

GRC Outlook Magazine evaluates emerging trends, frameworks, tools, and systems that address compliance and security requirements across industries. The magazine serves as a resource for CIOs and CISOs, with experts making up the editorial team, including industry veterans, editors, and cybersecurity specialists.

The Top 10 Content Security Providers for 2022 list focuses on solutions that secure client-side infrastructure using innovative technology that adequately responds to emerging cyber threats and trends. FileCloud is delighted to be recognized as a comprehensive solution that supports clients and end users in establishing and maintaining a robust content security framework.

You can read the full issue from GRC Outlook Magazine!

 

GRC Outlook Magazine Issue Cover

 

Why FileCloud?

FileCloud’s mission is to build a hyper-secure content collaboration and processes platform that customers love to use. The FileCloud solution aims to give IT admins fine-tuned controls over the environments they’re tasked with maintaining, while also providing a flexible and easy-to-use platform for end-users. Functional use is married seamlessly with cutting-edge security tools and systems.

As a comprehensive solution, FileCloud provides an array of choices so you can deploy FileCloud in the manner that best meets your needs. Choose between cloud, hybrid, or on-premises environments, with additional configurations to meet government regulations. Run FileCloud on a FIPS-enabled environment, opt for maximum security with 256-bit AES encryption, or deploy in GovCloud for a compliant, cloud-enabled solution.

Selecting your deployment model is only the beginning. FileCloud incorporates powerful security features, so you maintain control over your data without sacrificing user experience. Features include:

  • AES 128- or 256-bit encryption for data at rest
  • SSL/TLS encryption for data in transit
  • Comprehensive, unchangeable audit logs
  • Built-in and custom reports
  • Two-factor authentication
  • Role-Based Access Controls (RBAC)
  • Security policies
  • Endpoint protection
  • Granular file and folder permissions
  • Antivirus scanning and ransomware protection
  • Single-Sign On (SSO) and SIEM integration
  • Compliance support (HIPAA, GDPR, ITAR)
  • Zero Trust File SharingSM

Zero Trust File SharingSM

Zero Trust has become a hot topic when it comes to cybersecurity trends for 2023. We wrote a blog post about it, discussing how Zero Trust is being emphasized as the leading strategy to address cybersecurity concerns.

FileCloud understands how important a Zero Trust approach will be when it comes to securing sensitive data. That’s why we developed and recently launched our newest feature: Zero Trust File SharingSM.

End users can create and share Zero Trust files and folders, expanding on FileCloud’s hyper-secure collaboration potential. This new feature enables seamless coordination between internal and external teams. Clients, stakeholders, vendors, and partners benefit from easy access, while employees maintain control over data within a Zero Trust framework.

Zero Trust File SharingSM functions via FileCloud Zip file support to provide perimeterless security for data in transit in three easy steps:

  1. Create a Zip file
  2. Add password-protection
  3. Upload the necessary data

Users can then update, view, and even share Zip files with collaborators, much like any other file or folder in FileCloud. The Zero Trust password is never stored in FileCloud, ensuring that data is protected in case of a breach.

Shared Zip files can be set with read-only or read-write permissions. Users with read-only access can preview or download files. Users with read-write access can preview and download files, as well as add or delete files.

Interested in exploring FileCloud? Sign up for a free trial or schedule a demo!

 

Article written by Katie Gerhardt, Junior Product Marketing Manager

 

[1] https://www.ibm.com/reports/data-breach

 

Competitor Series: FileCloud Server vs. Hyland OnBase

In November, we picked up our competitor series, comparing how Egnyte and CTERA stack up against FileCloud. We have also compared FileCloud with ownCloud and Nextcloud.

Our next comparison is between FileCloud Server and Hyland OnBase.

Hyland OnBase has been around for more than thirty years, which is quite an achievement in this constantly changing industry. It’s a trusted on-premises CCP (Content Collaboration Platform).

However, when it comes to the features we find to be necessary in a modern file-sharing environment, we don’t think OnBase quite compares to FileCloud.

Let’s take a look at some of those features.

Secure File Sharing and Sync

Secure file sharing along with working sync features are some of the most vital aspects for any modern file sharing system. Users must be able to share and sync files with hyper-security and speed so that no matter who’s working and where, files are where they need to be.

For this reason, it matters how exactly files can be shared.

Can I Control My Shares?

With FileCloud, you gain control over your shared files by setting shares as public (with or without password protection) or private (must have a FileCloud account). You can also set expiration dates on share links.

This type of control means that you can help ensure that private files are not shared accidentally or maliciously. Expiration dates mean you can ensure your important data is only shared for a specific amount of time.

Hyland OnBase does have secure file sharing (view, download, upload, share, sync, delete & manage), but unfortunately, OnBase users don’t have the needed ability to control shares before (and after) they’re shared like FileCloud does.

Granular and Sub-Folder Sharing Permissions

With FileCloud, control over your shares and files goes deeper than external concerns. Admins can also control internal access by applying granular permissions to folders, sub-folders, and files based on user, group, or global policies. These policies can help ensure that information and data is only shared with those who need to view those folders and files.

This granular control is another feature you won’t be able to access if you use Hyland OnBase.

Real-time Sync of Network Shares

FileCloud has been a global company since its inception, and we’re often working with colleagues in different time zones. That means that we understand the importance of syncing. FileCloud allows you to directly connect to gateway storage modes (network shares, cloud connectors, etc.) for real-time syncing and better collaboration with remote teams, clients, and partners.

Unfortunately, Hyland OnBase does not have this feature, which means it could be harder to accurately collaborate with employees, clients, and vendors.

The Value of Collaboration

One of the most important aspects of a Content Collaboration Platform is, of course, collaboration. This means that teams (no matter what time zone) are always able to work together seamlessly on projects without redoing or missing work.

FileCloud makes collaboration like this easy with:

Team Folders – Workspace for Projects or Teams: This FileCloud features allows teams to create a shared “workspace” for files and folders, so teams with access can freely collaborate according to set permissions.

Co-Author Microsoft Office & Google Docs: Open and edit files saved in FileCloud with Microsoft Office and Google Docs for real-time collaboration and co-authoring.

File Locking and Lock Management (via MS Office/DocIQ): Ensure only one person can make changes to a file; admins can manage locked files directly so no files are permanently checked out or locked.

Unlimited File Versioning: Protect your files against data loss. FileCloud stores an unlimited number of file versions without using up your storage space.

These four features are just a few of the ways FileCloud enables easy collaboration between users.

While Hyland OnBase does have one important collaboration feature that allows users to share, comment, request, and notify on files (which you can also do in FileCloud), it doesn’t have the other features that we believe are necessary to making collaboration seamless.

Hyper-Security

All CCPs now have security baked into their platforms, but FileCloud takes it a step further with hyper-security. This type of security protects data and files, whether they’re stored in FileCloud or have been shared outside the FileCloud environment.

One of the important ways we manage this is with:

Device Management and Anti-Virus/Malware Protection

Many people access and work on their devices such as laptops, tablets, and mobile phones. That’s why, in FileCloud, admins can view a list of connected devices, and leverage that view to remotely wipe data or block users in case of suspicious activity or device loss. This help ensures that even if someone accessed your data through malicious or accidental sharing of passwords or loss of devices, admins can remove those devices from access.

In addition to ensuring that outside access is secure, admins also need to ensure that anything being uploaded into their FileCloud system is secure as well. That’s why FileCloud has automatic virus and malware scanning, which secures uploaded files and helps protect business finances, operations, and reputation.

Of course Hyland OnBase does have important security features, such as Enterprise Console, RBAC, encryption and even ransomware protection. Unfortunately, one of the biggest ways that enterprises lose data through cyberattacks is due to accidental or malicious user activity. FileCloud’s Device Management and Anti-Virus/Malware Protection helps ensure this doesn’t happen.

Your Brand is Everything

Your brand is how your customers, employees, and vendors know who you are, what you stand for, and, in these days of cyberattacks, that you’re the company they know and trust. That’s why maintaining your brand across all your platforms and apps is a vital but often overlooked part of looking for a solid CCP.

FileCloud has so many customized branding options including:

Custom Mail Server: Use a mail server connected with your domain/URL to extend your digital brand and build rapport with clients, customers, and partners.

Custom Domain: Run your content collaboration platform under your business domain/URL to increase brand recognition.

Custom Web Branding: Reinforce your brand by applying your custom logo, colors, and background images to dashboards and login portals.

Custom Communication: Customize communications (Terms of Service/Policies) to reinforce connections with global clients and employees.

Unfortunately, one of the ways Hyland OnBase falls short is in their branding and customization options. While they have local language support like FileCloud, they have few other options for continuing and maintaining your brand.

The Power of Integrations

Switching between apps and tools costs users each and every day. In fact it can take 23 minutes to get focus back after a distraction like switching between apps. That’s why FileCloud has so many integrations available within its hyper-secure system, so you can stop wasting time switching between dozens of apps. Some of the most important of these include:

Office 365/Google Docs: Open, edit, and save files stored in FileCloud using Microsoft (Excel, Word, PowerPoint) and Google apps (Docs, Sheets, Slides).

OnlyOffice/Collabora: Open, edit, and save files stored in FileCloud using OnlyOffice or Collabora via Open Document Format (odt, odp, ods, odg) or Office Open XML formats (docx, pptx, xlsx).

WebDAV: Integrate WebDAV protocols, so users can create, change, and move documents on the server.

SMS Gateway Integration: Enable in-platform delivery and receipt of SMS text messages (mainly for authentication/access authorization requests).

Many of these integrations, such as the Office 365, Google Docs, OnlyOffice, and Collabora are another way FileCloud supports collaboration between users and teams. Hyland OnBase certainly has some integrations available, such as a Microsoft Outlook Add-on and Developer APIs, but they don’t have nearly as many available as FileCloud.

Conclusion

Hyland OnBase has been around for a long time, and we’re not denying that it has some great features. But if you’re looking for a hyper-secure system that also includes valuable collaboration tools? Well, we think FileCloud has it beat.

In fact, one Project Manager who also considered Hyland had this to say about FileCloud,

“FileCloud […] is a powerful and effective file management platform […] My primary use in this platform is to manage the files, recover the lost files, remote access, and content collaboration with the team, and I must say this is the best in this segment.”

~Written by Megan Barnard, Digital Content Specialist

FileCloud Best Practices: How to Use Two-Factor Authentication with External Accounts – Automatically

This is the next blog post in our FileCloud Best Practices series. We previously covered how to use external accounts for private, secure sharing. We have also reviewed how to automate the maintenance of external accounts.

Depending on your FileCloud license, your system can enable multi-factor authentication (MFA) with External Accounts. To do this automatically, each new account created needs to be added to a particular External Account policy group.

We will go through all the steps needed to configure this.

Create an External User Policy Group

The first thing we need to do is create a new User Policy group that will be used to configure MFA for all External Users.

Go to: Admin UI > Settings > Policies > New Policy

We will name this group “External Users” for this example, but you can use any other name.

Once created, edit the policy group and change the MFA settings to your preference (for example, Email).

Create a Workflow to Add New External User Accounts to the “External Users” Policy Group

Now we will create the workflow to move every new External User Account to the Policy user group we recently completed.

Go to: Admin UI > Workflows > New Workflow and select “Add Workflow.” We will create a new workflow with the condition being “If a new user is created.”

Required parameters:

{
"user_access_level": "USER_ACCOUNT_LIMITED_ACCESS"
}

In the dropdown for the “THEN” Action, select “Set user policy”

Required Parameters:

{
"policy_name": "External Users,"
}

Finally, name the new workflow. This can be whatever helps you remember the purpose of the workflow.

Now the system is configured to automatically add new external users to the External Users Policy, which applies two-factor authentication.

See It In Action

Log in to the user UI, create a new share, and add a new user account.

Note: If you want to learn how to enable the feature to automatically create new accounts when creating a new share, please visit our previous blog post, FileCloud Best Practices: How to Use Private Shares and External User Accounts.

Once completed, you can log in to your admin portal and check the new user account. Go to Settings > Policies and view the policy users section; you will see the recently created account added to the policy group:

You can also verify if your workflow is working by reviewing the audit records and filter using the Workflow name:

This completes our three-part series on sharing files privately with External Users.

Note: MFA for External Users is part of the Advanced License; if you don’t have this feature and are interested in trying it or seeing pricing, please reach out to your CSM representative or contact us.

 

Article written by Daniel Alarcon, Technical Support Manager

Edited by Katie Gerhardt, Junior Product Marketing Manager

 

Use FileCloud ServerSync to Migrate Local File Server Data (NFS/SMB) to S3 Cloud Storage

Public and private clouds are great tools to enable anywhere, anytime access to files and records. However, many organizations and businesses still need their on-premises network storage, which provides more options for admin security, control, and data sovereignty.

Across the public and private sector, these organizations are turning to hybrid solutions to leverage the benefits of both cloud and on-prem infrastructure. Not only do these hybrid solutions provide more flexibility for remote employees, they also ensure organizations are able to meet privacy and security requirements, while facilitating collaboration between internal and external partners and teams.

However, every organization has different requirements when it comes to divvying up the data over a hybrid environment and may also be using different tools and technologies to host their data.

Common Infrastructure Components for a Hybrid Cloud Environment

The IT infrastructure involved will inform the constraints and possibilities of a hybrid environment. Different cloud services provide integrations with various on-prem tools or technologies, and the specific organization and management of data will also influence which solutions are deployed.

Linux NFS Server

Network File Sharing (NFS) is a protocol that allows you to share directories and files with other Linux clients over a network. Shared directories are typically created on a file server, running the NFS server component. Users add files to them, which are then shared with other users who have access to the folder.

An NFS file share is mounted on a client machine, making it available just like folders the user created locally. NFS is particularly useful when disk space is limited, and users need to exchange public data between client computers.

SAMBA (SMB) Server

Samba is an open-source implementation of the Server Message Block (SMB) protocol. It allows the network data access between Windows, Linux, UNIX, and other operating systems, by enabling access to Windows-based file and printer shares. Samba’s use of SMB allows it to appear as a Windows server to Windows clients. It has the added advantage of being accessible by Linux, Unix and Mac users.

S3 Storage

Amazon S3 or Amazon Simple Storage Service is a service offered by Amazon Web Services (AWS) that provides object storage through a web service interface.

Amazon S3 can store any type of object, which allows uses like storage for Internet applications, backups, disaster recovery, data archives, data lakes for analytics, and hybrid cloud storage.

FileCloud’s ServerSync Provides an Enterprise-Grade Bridge Between On-Prem and Cloud Environments

Most organizations already have data they maintain and store, which means selected data must be able to move between local file servers and the cloud when creating or maintaining a hybrid environment.

S3 storage can be set up as a local disk drive via LAN, which enables users to move data between the S3 storage and the local server. However, there is no enterprise-scale solution to handle this sort of migration.

FileCloud’s ServerSync provides the answer, as an enterprise-grade, hybrid solution to help manage content and records across on-prem and cloud infrastructure.

FileCloud ServerSync

FileCloud ServerSync synchronizes files and permissions stored in on-premises Windows/Linux file servers to the cloud. It maintains copies of files and permissions in sync between the cloud and on-prem storage. This synchronization enables a hybrid cloud approach with traditional LAN access, even when users are off-site or remote.

Infographic depicting FileCloud ServerSync functionality
FileCloud ServerSync syncing SMB share data between headquarter and branch offices.

Use Cases for FileCloud ServerSync

FileCloud ServerSync can be used for multiple scenarios, including (but not limited to):

  • Sync data between headquarters and branch offices.
  • Sync data from local NFS/SMB shares to remote NFS/SMB shares.
  • Sync data from local NFS/SMB shares to S3 storage for data archival.
  • Sync data from local NFS/SMB shares to S3 storage for cloud access.
  • Sync data and NTFS permissions from a local SMB share to a remote FileCloud server.
Infographic depicting FileCloud ServerSync with NFS Server
Typical architecture to sync data between local NFS/SAMBA shares with S3 storage using FileCloud ServerSync.

How to Move Data from Local NFS/SAMBA Servers to S3 Storage with FileCloud ServerSync

In this setup, we have a local NFS/SAMBA server configured in Linux used as a local data repository. It is accessible locally inside the company network from different types of clients (Windows, Linux, and Mac) that interact with the data stored there.

The data is moved to S3 cloud storage using FileCloud ServerSync for archival. The data will sync between the local file servers and the S3 storage and is accessible externally through the FileCloud web interface.

Benefits of Using FileCloud ServerSync

  • Archival of NFS/SMB data into S3 low-cost storage Through FileCloud ServerSync.
  • Synchronization between the Local NFS/SAMBA servers and S3 storage using FileCloud ServerSync.
  • Cloud Access to the data using FileCloud interface.
  • Classification of the synchronized Data within FileCloud using Smart classification.
  • Ability to share data securely through the FileCloud interface with external parties.

Conclusion

Interested in trying FileCloud for your own migration to a hybrid environment? You can check out the FileCloud Tour or sign up for a free trial today!

 

Article written by Wail Bouziane, Solutions Architect Team Lead

Edited by Katie Gerhardt, Junior Product Marketing Manager

 

Competitor Series: FileCloud vs CTERA

In our blog last week we went over the difference between FileCloud and Egnyte and what you might want to look for when selecting a top-notch CCP (content collaboration platform). This week, we’re continuing our competitor series and reviewing FileCloud vs. CTERA.

FileCloud vs. CTERA

Like FileCloud Server, CTERA is an on-prem solution, which means files and data are kept on your servers, behind your own firewalls. CTERA was founded in 2008 and is a solid CCP solution.

Of course, one of the valuable aspects of FileCloud is that while we provide a hyper-secure, on-prem solution with FileCloud Server, we also have options for hybrid and cloud-based solutions such as FileCloud Online. This gives your organization flexibility no matter how your needs change over the years.

Another aspect of FileCloud Server that we consider vital for enterprises? Top-of-the-line compliance features.

FileCloud, CTERA, and Compliance

Compliance is like a keeping an emergency kit in your car—you hope you don’t have to use it, but you’re sure glad you have it when it’s needed.

Data privacy laws are only getting stronger since one of the biggest ones—The General Data Protection Regulation, or GDPR—went into effect in 2018. In fact, the large majority of countries have enacted or are enacting privacy laws. If you collect or keep data, you are required to comply with these laws, whether you want to or not.

Of course, these ever-changing laws raise challenging questions on how to sort, protect, and control the data your enterprise uses.

That’s where FileCloud’s compliance features come into play.

FileCloud’s Compliance Center is a hugely popular tool that allows enterprises to connect complicated compliance regulations with FileCloud’s powerful security and DRM options. Current compliance configurations include ITAR, GDPR, and HIPAA.

On top of FileCloud’s Compliance Center, users can configure FileCloud to comply with a host of other regulations and guidelines including:

  • CJIS
  • EAR
  • DoD Cloud Computing SRGs
  • FIPS 140-2
  • IRS-1075
  • CMMC
  • NIST 800-171
  • GxP

CTERA does offer compliance support options, like a FIPS-140-2 Compliant Encryption Model and some compliance dashboards, but it doesn’t have the plethora of compliance support options available with FileCloud.

Secure Content Collaboration and Productivity

Another important aspect of any CCP comes down to collaboration and productivity tools. After all, what would a content collaboration platform be without features to support organized file sharing?

It’s easy to lose or forget about files during a busy day (week/month/year). This is why FileCloud strives to make collaboration easy through features like file sharing requests, commenting, tagging and notifications.

CTERA does not have these options available, which can pose a significant barrier to streamlined collaboration.

File Locking and Lock Management (via MS Office/DocIQ)

Enterprises must be able to control who can make changes to a file. This is necessary for both compliance (in the case of files not being able to be changed) and collaboration. With FileCloud, files can be locked to ensure only one person can make changes to a file. In addition, admins can manage locked files directly to ensure no files are permanently locked.While CTERA does have collaboration tools such as Team Folders and unlimited file versioning, it does not have the more advanced features that FileCloud provides.

Streamlined, Automated Processes

Enterprises often start looking for CCPs because they want to protect their data, but also because simple file sharing and storage can save enormous amounts of time.

Enter Workflow Automation. Workflow automation helps automate tedious yet important administrative tasks like document review, signoffs, and reminders.

Any good CCP now has the option for Workflow Automation, and CTERA is no different, with approval workflows and workflow automation.

The problem? It’s hard enough to get users to adapt to new technology, including CCPs. Ask them to create complicated workflows and they’ll dig in their heels.

That’s why at FileCloud we’ve created a simple, no-code, drag-and-drop workflow builder that anyone can use to create workflows in minutes. In addition, FileCloud also has a convenient dashboard for running workflows, which give managers and users a bird’s eye view on work as it’s being completed. Workflows can also be updated, edited, and shared from this dashboard.

Maintaining your Brand

When it comes to your organization, there’s almost nothing more important than maintaining your brand. Your brand is what creates trust between you, your customers, and your employees. Wouldn’t you rather buy from a company you’ve used before and like, rather than a generic brand who could be selling you “who-knows-what?”

The same is true when it comes to the tech tools you use, like your CCP. If you need to share or accept files from clients, partners, or customers, you want submission forms and web portals to be recognizable as an extension of your brand. This is especially true with rising cyberattacks that include sophisticated phishing efforts. A discerning customer who doesn’t recognize your submission form may choose to send their business elsewhere.

We understand the value of branding at FileCloud, which is why, in addition to the custom domains and communication that CTERA provides, FileCloud also allows you to use your own logo, colors, and background images. This branding helps ensure that your enterprise is visible in all aspects of your business and that customers and partners feel comfortable engaging with you.

The Cost of External Users

One big problem that enterprises face is the cost of external users. With almost all CCPs, you have to buy licenses for your users. That is, the people who’ll be using the product every day.

But there’s always going to be more people needing to use the software. What about when your team lead shares something with a customer? Sure, they can use email or an FTP – but let’s face it, the increased risks of these unsecured methods can end up costing a company thousands or even millions of dollars in regulatory fines or remediation costs from a breach.

Alternatively, CCPs offer sharing through a centralized platform that includes basic features like identification authorization and other security tools to protect data. But these shares must be between users.

Imagine Joe from Sales wants to share some information about a contract with a client; but to do so securely, that client needs to be added to the platform as a user. They don’t need access to the full platform though; they just need simple file access.

The downside? Most CCPs like CTERA require that you pay for those users as part of your license, even though they’re not using the platform every day or leveraging the full suite of platform tools. Those user costs add up fast and can be an enormous drain on your resources.

At FileCloud, we think you’ve spent enough. That’s why we offer unlimited, external user accounts with simplified dashboards for file sharing and review.

That means if Joe in Sales wants to share something with a new customer, he doesn’t have to wonder if it’s worth the cost or take a gamble with unsecured methods. Instead, he can share it, all the while knowing that any files shared are secure and compliant within FileCloud’s top-notch CCP solution.

What Do the Customers Say?

One Software Development Manager who also looked at CTERA as a solution had this to say about FileCloud,

I have been using FileCloud for a long time and I must admit, this is a super secure platform as well that provides an end to end security. FileCloud user interface is simple, seamless, and easy to use, this is one of the best user interfaces I have ever used. […] The file sharing option in this platform is effective and I can send files in just a second to others. I can send the files with security like the view only file, edit the only file and comment only files. The file recovery and the file backup feature are simply great, this provides me full flexibility, and even if I lose the files by mistake, I can recover those files easily […] the technical support function of this platform is really good and effective and I can say they are customer-centric.

Conclusion

There’s no doubt that CTERA is a solid CCP solution. However, when it comes to an all-in-one CCP, we think FileCloud has it beat. We offer in-depth compliance options, content collaboration tools, and easy workflow automation, as well as the ability to maintain your brand and enable sharing with unlimited external users.

Of course, you don’t have to take our word for it. Check out our detailed competitive matrix and decide for yourself how FileCloud stacks up against the competition.

Want to see these features in real-time? Just sign up for a quick product demo and learn how FileCloud can work for you.

Written by Megan Barnard, Digital Content Specialist at FileCloud

 

Air-Gapped Networks and FileCloud Secure Sensitive Data

For companies, organizations, and governments that require absolute security for data, air-gapped networks seem like an obvious choice. This is especially true with the rising rates of cyberattacks, which are becoming ever more costly (think billions of dollars globally) between lost profits over frozen assets and ransoms paid.

This is where an air-gapped network comes into play. Simply put, you can store your data on an internal network that is physically separated from other networks (air is between the servers and other network hardware). There are also no wireless connections to other networks (especially the internet).

An air-gapped network is a compelling solution for organizations handling confidential or sensitive information, like health data, bank records, or defense supply chain schematics.

With this physical separation, your data should stay safe in your isolated network “island.”

Right?

Well, no actually. Let’s dig into what an air-gapped network actually is – then we can understand the challenges that come with using them to secure data in our modern, ultra-connected network landscape.

What is an Air-Gapped Network?

An air-gapped network is a security measure that isolates and limits computer systems from accessing other networks, including unsecured networks such public internet or local area networks. These air-gapped networks are used for systems that require high security to limit breaches and data leakage.

As mentioned above, the traditional air-gapped network is one that physically separates servers from other day-to-day network infrastructure. These servers are usually themselves housed off-site, in a data center or server farm, behind locked doors and gates. This effectively isolates data storage, so that it is safe and secure on this designated “island.”

Often, these air-gapped networks are used for backups, but they can also be used as primary working spaces for groups that handle confidential, classified, or extremely sensitive information.

This data doesn’t exist just for the sake of itself though – people need to leverage data to achieve projects, deliver insights, and provide services. So how do you balance the need to access data with the need to secure it? The more access points you provide, the easier it is to leverage data, which is what you want. At the same time, the more access points, the more vulnerabilities.

The problem is that to use data stored in a traditional, air-gapped network, people must physically connect or even quite literally travel to your “island.” They also can’t leave your island to work on other resources or bring in other data, unless they physically import it. In this case, the import mechanism is likely a dongle or USB drive.

You’re already seeing the problem, aren’t you?

Not only do traditional air-gapped networks create significant access barriers, they also leave the door open for human error or exploitation.

An Air-Gapped Network that Protects and Connects: a Paradox?

The advent of technology has created more modern deployments of an air-gapped network. For example, air-gapping can be achieved within the same network if devices or hardware are physically disconnected. That still invites the issue of people needing to physically access the isolated hardware to view existing data or import new data.

There are also logical air-gapped networks, in which software tools such as role-based access controls and encryption are used to create protected zones within a network. This solution is based on the concept that when bad actors break through (not if), they will not be able to make sense of the data or use it against the original owners.

Maintaining control over data is the name of the game. Physical air-gapped networks are no longer the winning solution though. As with most other avenues in the IT world, we have learned that a combination of hardware and software can help create layers of security. In fact, the industry standard has heavily tilted toward software solutions, thanks to the impact of cloud technology.

The problem now is figuring out the right software solution that can either fit into an air-gapped network strategy or that can support one.

Solution #1 – Create Your Own Software Solution

If a company or organization has a whole team of IT specialists, they can create a unique solution from the ground up that meets their exact needs and specifications. That could work for a while.

The downside? It will be incredibly expensive though and likely difficult to handle as software ages. The IT team either has to proactively improve and expand core functionalities or outsource. However, legacy software tends not to play nice with external tools or feature integrations. Over time, this makes the software less useful. The “ease of access” erodes.

So, all that effort down the drain, and at the rate of technological development, that timeline could be as little as three years.

Solution #2 – Opt for an Integrated Cloud Solution

You could go with a cloud technology solution, which would handle all the maintenance and upgrading for you. A commercial solution would also have the resources to actively create new functionalities and expand integration potential. Ease of access and maintenance: check.

The convenience and storage fees though will eat up an increasing percentage of your budget. A business could go bankrupt trying to scale operations within a cloud solution, especially if they handle a lot of data.

Not to mention, many of these cloud providers can’t provide air-gapped networks, even logical air-gapped networks, because they own the data you store. If it’s in the public cloud, that data is beyond your control. For optimal security and data control, the cloud just isn’t an option.

FileCloud: An Air-Gapped Network Solution that is “Just Right”

FileCloud is the solution you’re looking for. It combines the best of both worlds as an on-premises, self-hosted solution that can be deployed within an air-gapped network while ensuring ease of access for authorized users.

Read our white paper to learn more about air-gapped networks and how to supercharge your hyper-secure access with FileCloud!

We’ve got pro-con lists, we’ve got diagrams, we’ve got technical breakdowns for different scenarios – it’s all here in the white paper.

Download our White Paper to learn how FileCloud works with Air-Gapped Networks.

Air-Gapped Networks with FileCloud - Diagram

If you need more convincing though, here are some of the amazing things you can do in FileCloud. These features can help optimize how you use your data, all while maintaining (and even strengthening) security.

Identity Authentication

The hyper-secure platform provides identity authentication settings such as two-factor authentication, active directory and LDAP integration, Single Sign-on (SSO), and SIEM support.

Encryption

Even if someone tries to steal data, it doesn’t mean they can view or even use what they’ve taken. 256-bit AES encryption secures data at rest and TLS/SLL protocols encrypt data in transit. You can also run FileCloud in FIPS mode, which uses FIPS-level encryption on a FIPS-enabled operating system, for extra security and compliance with regulations.

Granular Permissions

Granular file and folder permissions ensure only authorized users can access certain data. Sharing can also be tightly controlled, through public or private sharing, password-protection, and expiry dates.

Controlled Sharing

Sharing can be carefully monitored by Admins through Data Leak Prevention (DLP) rules that can override any attempted shares with unauthorized users or alert the admin. Maintain control over data even after sharing with FileCloud’s Digital Rights Management feature.

Admin Powers

Admins can also create Admin-users or modify user permissions with role-based access controls (RBAC). This ensures department heads or directors can manage their teams and data access, even as the Admin maintains global controls and protections.

Remote Device Management

This global control extends to connected devices and user accounts. Upon suspicious activity, Admins can block users from access and even remotely wipe devices. No more worrying about that USB you left in the airport or a phone that went missing after being left out on a desk.

Reports & Logs

Admins have maximum visibility over user and file activity through the admin dashboard, where they can run reports, even create custom logs. All activity is captured in comprehensive audit logs that can be exported for internal review or external audit. This feature makes compliance assessments a breeze.

Key Integrations

FileCloud can even be integrated with common tools you already use, like Microsoft Word, Excel, PowerPoint, Teams and Outlook, OnlyOffice, Google Docs, Salesforce, Symantec, and ArcSight.

Check out the full FileCloud tour or sign up for a demo!

 

Article written by Katie Gerhardt, Jr. Product Marketing Manager

 

Competitor Series: FileCloud vs Egnyte 2022

When it comes to Content Collaboration Platforms (or CCP) we think FileCloud is the superior solution with its hyper-security, compliance options, and collaboration tools like Workflow Automation. However, we know that there are other solid solutions around.

We’ve written several competitor blogs on Open Text and Nextcloud, and today it’s time for us to cover Egnyte.

Deployment

Egnyte has a focus on cloud solutions which is a great option for many companies. Unlike Dropbox, it does have a hybrid solution and features like FileCloud’s ServerSync and ServerLink.

However, Egnyte doesn’t offer an on-premises solution. Want to use Egnyte but also want to keep your data behind your own firewalls? Well, you’re fresh out of luck.

We’re not saying Egnyte isn’t a solid CCP solution. However, when you get down to the nitty gritty, Egnyte doesn’t have certain features and benefits that we consider necessary for a CCP, including the option to self-host your data on your own IT infrastructure.

Digital Rights Management (DRM)

DRM is a vital aspect of a content collaboration product. Protecting your data and files is something you should be able to control both before and after files have been sent. Unfortunately, Egnyte doesn’t offer an integrated DRM solution, like the one baked into FileCloud’s system. FileCloud’s solution includes the following:

  • Secure Document Viewer/Container

Protect confidential files from unsolicited viewing with restricted viewing mode/container.

  • Screenshot/Print Protection

Utilize the Screenshot and Print Protection feature to prevent recipients from taking screenshots or printing sensitive data.

  • Restrict & Revoke Access to Files After Distribution

Enforce data governance policies even after distribution; revoke file access or change permissions anytime.

Compliance/Security

FIPS 140-2 Compliance

If you’re interested in working with government agencies or government contractors, any system you use will need an additional layer of compliance called FIPS 140-2. FIPS 140-2 is supported by the CMVP (or Cryptography Module Validation Program), a collaboration between the Canadian and US governments (specifically the National Institute of Standards and Technology or NIST). CMVP establishes a standard for cryptographic modules, validation, and compliance.

Many CCPs don’t have the option of FIPS 140-2 mode like FileCloud does, because it’s an intensive process to attain FIPS certification.

FileCloud was granted FIPS 140-2 certification in early 2019. This rigorous process ensures that systems with NIST 140-2 validation can protect highly sensitive and confidential government data from misuse or abuse as well as mitigate the risk of cyberattacks.


Single Sign-on (SSO)/SAML Support

With how many passwords and logins that employees now have, it can be a huge time-saver to have SSO. This tool streamlines multiple user credentials into one and enables easier access across systems.

FileCloud has this option available, but Egnyte does not.

Device Management

You need to be able to control who is using your system—regardless of what device they’re using.

With FileCloud, you have a complete Device Management System where you can view a list of connected devices and leverage that view to remotely wipe data or block users in case of suspicious activity or device loss.

Egnyte technically has this feature, but it costs extra and has to be enabled. At FileCloud, the feature is automatically enabled in your admin interface and won’t cost a penny more.

 Extra Costs/Not Available

Look, we get it; every system can’t have every option available. However, there are certain things that Egnyte doesn’t have or that cost extra that FileCloud includes automatically such as:

  • Unlimited external user accounts
  • Unlimited storage
  • Unlimited file versioning

And when we say unlimited, we mean it. You won’t find “gotchas” for these in our pricing model or Terms of Service.

DRM, device management, FIPS 140-2 certification… these are things you might not initially consider so important. But once you need them and don’t have them? You’ll wish you picked FileCloud from the start.

FileCloud’s Competitive Matrix

 Of course, this blog just shows one of many CCPs out there. Wouldn’t it be great if there was one place where you could compare and contrast the major solutions?

Well, now there is.

Introducing FileCloud’s Competitive Matrix. We’ve created this in-depth resource so you can decide for yourself which CCP is the best fit, based on the features you need.

We think FileCloud stacks up against even the biggest competitors. Want to learn more about how FileCloud’s hyper-secure system makes work easier? Sign up for a quick product demo and learn more.

~Written by Megan Barnard, Digital Content Specialist

 

Back in Action – FileCloud Sponsoring International Trade Shows

After a long delay stemming from the COVID-19 pandemic, FileCloud is delighted to be sponsoring several trade shows in October.

We love showcasing FileCloud through client demos and webinars, but we’re even more excited to demo FileCloud in person! We’re also looking forward to meeting prospects, customers, and partners.

FileCloud is sponsoring two trade shows: GITEX Global and it-sa Expo&Congress.

GITEX Global: October 10-14, 2022 | Dubai, UAE

GITEX is a major conference for technology and innovation across business, society, economy, and culture. It has been branded as the world’s largest meetup for the developer and coding community to push the boundaries on what’s possible for technology.

Major exhibits and debuts will be taking place, addressing topics like artificial intelligence, cloud computing, cryptocurrency, 6G wireless connectivity, quantum computing, and startup innovations.

The GITEX mainstage is also where to find the metaverse debut, which will include a hands-on, live introduction to X-VERSE. This virtual reality ecosystem offers a spectrum of integrated solutions to suit over 20 business models.

The metaverse isn’t just for business either – GITEX will also be showcasing music and art shows as well as a virtual fashion show. Industry and tech leaders from Artisant, H&M, METAV.RS, Sensorium, Hololux GmbH, and Digital Twin Consortium will also be speaking.

GITEX is reporting that over 4,500 exhibitors, 800 startups, and 1,000 speakers will present, with 100,000 attendees, cumulatively representing over 170 different countries.

This specialized gathering gives industry leaders like FileCloud the opportunity to showcase products and collaborate on ideas, while building and strengthening important relationships.

You can find the FileCloud team at Booth #H6A-11.

 

it-sa Expo&Congress: October 25-27, 2022 | Nuremburg, Germany

it-sa Expo&Congress is Europe’s all-in-one exhibition, conference, and trade fair for IT security. Industry leaders, security providers, and managers come together to unveil new products, collaborate on ideas, and showcase services

This trade fair opens up discussion related to cloud and mobile security, data and network security, and critical infrastructure security. Over 600 companies will be represented, with novel solutions across consulting, services, hardware, and software.

Attendees can visit the open forums, which will host over 350 expert lectures presented by over 90 companies, organizations, and associations, on practical security knowledge. These lectures are a great way to glean information on trends and industry insights.

Meanwhile, the it-sa Congress will be hosting longer programs addressing specialized topics:

  • Trends in IT Security
  • Learnings from Incident Response: What matters in cybersecurity today?
  • Expert roundtable: cyber insurance versus IT security risk
  • External Attack Surface & Risk Management
  • Automated Services – Advantage through Technology & Automation
  • New ISO/IEC 27001 requirements: 93 times to rethink?
  • The truth about the (in)security of ID verification
  • Digital Identities: Smart, user-friendly and secure nonetheless?
  • And many more!

The it-sa conference is also a great place to discover promising startups. The ATHENE Startup Award UP22@it-sa was run as a live community poll through September 22. This award is granted to the best cybersecurity startup in Germany, Austria, and Switzerland – the winner will be announced at the conference!

You can find the FileCloud team at Nürnberg Messe, Booth# 7A-125.

 

Why is FileCloud Sponsoring?

FileCloud’s mission is to build a hyper-secure content collaboration and

processes platform that customers love to use. We are constantly looking for new ways to improve the platform and respond to developing needs across industries.

The increasing sophistication of cyber threats has reinforced the need for data privacy and security, even as networks become ever more connected. To increase data security and privacy, we want to make data harder to access.

However, if data is harder to access, it’s harder to put that data to work. This means delays, inefficiencies, and lost value (across productivity, market resilience, and/or profit).

Yet businesses and organizations around the world have been pressed to find a solution to this problem. This pressure comes not only from consumer advocacy and cyber threat damages but also from the advent of major regulations like GDPR. Regulations like GDPR recognize the rights of citizens to data privacy and sovereignty; organizations that do not comply face steep penalties.

The FileCloud Solution

Companies like FileCloud are finding unique solutions to this equation between security and access. The FileCloud platform emphases ease-of-use and access for authorized users. It provides admins and users the tools they need to share data and collaborate, all within FileCloud’s hyper-secure environment.

FileCloud can even support compliance requirements! The Compliance Center offers configurations for ITAR, GDPR, and HIPAA, which connects these complex requirements to features and settings within FileCloud. It’s an easy map for admins to ensure their FileCloud environment is compliant.

Of course, there are a lot more regulations beyond those three. That’s why FileCloud has a library of compliance support documents and white papers, covering regulations like NIST, FINRA, CMMC, SEC, GxP, CJIS, FDA Title 21, and more.

FileCloud University provides on-demand user and admin training, so you can leverage the full power of your FileCloud environment to secure your data. If you need more customized help, FileCloud also offers best-in-class support with our Professional Services that can help you configure your environment.

These are just some of the solutions FileCloud offers as an enterprise-grade content collaboration platform. Trade shows emphasizing security and innovation (like it-sa and GITEX) bring together a robust array of innovators, developers, and tech leaders. It’s an excellent opportunity for FileCloud to connect with our community, show off what FileCloud can bring to the table (or in this case, the booth!), and find inspiration for new directions.

Will we see you there?

Are you attending either of these events? If so, let us know and stop by our booths! We’d love to chat with our fellow community members on security, compliance, collaboration, and how FileCloud can answer these needs across industries.

GITEX Contact: abdelhakim.ababsa@filecloud.com     |     it-sa Contact: mark.cipcic@filecloud.com

We’re also handing out some commemorative (and useful!) gifts that can make your travel a little easier: take your pick from baseball caps, key rings, luggage tags, and mints!

Lastly, FileCloud is running a raffle at both events! Don’t forget to submit your information for the chance to take home a great prize. The winner will receive a Remarkable 2: the smart writing tablet that helps transcribe and organize your notes. It’s one more way FileCloud aims to make your work more efficient, accessible, and secure.

 

Written by Katie Gerhardt, Jr. Product Marketing Manager