Archive for the ‘FileCloud’ Category

Cybersecurity Trends in 2022

In an increasingly online world, cybersecurity has become more critical than ever. This is particularly true for companies and organizations that handle personal or sensitive data of consumers and citizens.

Why is Cybersecurity so Important?

With the huge prevalence of remote work during the COVID-19 pandemic, businesses and organizations are increasingly doing their work online. No matter if all business is done in the cloud or completed on a company’s VPN, this method of working needs to take in a whole new consideration of cybersecurity. Is your client’s personal information secure? Have your employees been trained in common phishing and social engineering attacks?

man in front of screen with cybersecurity icons

Increasingly, clients and organizations look into a company’s cybersecurity protections to determine if they want to give them their business. In fact, Gartner reports that, “By 2025, 60% of organizations will use cybersecurity risk as a primary determinant in conducting third-party transactions and business engagements.”

Not only do businesses need top cybersecurity strategies to keep their own organizations secure, they also need it to attract and retain clients.

Of course, cybersecurity changes year by year, so it’s important that companies focus on it and make sure the tools and software they use have top security features and options. To that end, let’s look at some top cybersecurity trends for this year.

Top Five Cybersecurity Trends for 2022

Ransomware

Ransoms have less to do with kidnapping now and more to do with cybersecurity. Hackers are creating malware that threatens to publish private information or permanently encrypt important data unless they’re paid a ransom to remove the malware.

Many hackers now use RaaS (Ransomware as a Service)—ransomware that’s already been created to perpetuate attacks more easily.

Ransomware is being used in large attacks too, like it was for the Colonial Pipeline attack in 2021. The pipeline supplies gas to about 50% of the East Coast of the US and caused panic buying along with spikes in gas prices. Colonial had to pay $4.4 million to have the ransomware removed. Attacks like this will only become more prevalent as hackers become more sophisticated and go after bigger and bigger targets.

Internet of things

The IoT (Internet of Things) is an aspect of cybersecurity many people don’t consider, but in our increasingly tech-focused world, the IoT applies to the physical “things” in our lives filled with sensors and software that communicate and send data online. These “things” can be anything from the smart devices that turn on your lights and music to smart-driving cars. IoT will only increase in everyone’s daily life and make us more reliant on the internet and our devices. What many people don’t realize is that all these devices can be hacked as well. Devices and the companies that create them need to focus on increasing their cybersecurity as well.

Attacks on the Cloud

Increasingly, companies are using the cloud to store their data and files. At a time when WFH is here to stay, the cloud is an important tool that allows employees to access data and files from anywhere at any time. However, hackers are also taking note of the increased reliance on the cloud, which means they’re increasing their attacks on it as well.

Phishing/Social Engineering

Phishing and social engineering use employees against their own companies by sending malicious links and messages to employees to try to gain access to their passwords or devices. These techniques have been around for years, but they are consistently one of the top ways hackers gain access. Many believe that these schemes will only become more targeted and sophisticated, so it’s important that companies have training in place to teach their employees what to look for.

Increasing Regulations

We’ve talked a lot about the ways in which hackers are becoming more sophisticated and problematic. Countries are trying to tackle these emerging issues by enacting laws to increase cybersecurity protections. Regulations like the GDPR (a data protection law) requires certain security protections for EU residents/citizens’ information. Failure to comply with this regulation and the many others like it can result in huge fines for companies, possibly even civil or criminal charges, if they don’t take cybersecurity seriously.

Thankfully, companies and organizations are not alone when it comes to protecting their data.

FileCloud as a Hyper-Secure Solution

FileCloud is a file storage and sharing tool that allows companies to keep track of and protect their data.

Security has always been a top priority for FileCloud, and with the increase in hackers and malicious software, FileCloud understands that now is the time for a hyper-secure file sharing and storage tool that companies can still use with ease.

FileCloud’s Compliance Center helps organizations achieve and maintain compliance with ITAR, HIPAA, and GDPR tabs that provide best practices and easy-to-enact rules.

In addition, FileCloud has many excellent security and compliance options like:

  • Robust DLP, content governance, and permissions
  • Content Classification Engine (CCE) and custom metadata
  • Antivirus and ransomware protection (along with the option to enable detection of files with encrypted payloads to block and warn when ransomware enters the system)
  • Digital rights management
  • Granular folder permissions
  • 256-bit AES SSL encryption at rest
  • SSL/TLS protocols for data in transit
  • Active Directory integration
  • Two-factor authentication

Cybersecurity is not something companies and organizations can ignore or put on the back burner anymore. The trends show that hackers are only getting more sophisticated and malicious.

However, it is possible to keep your company or organization secure and compliant by using a hyper-secure file sharing and storage solution like FileCloud. FileCloud helps protect your data so that you can continue focusing on important work, knowing that you (and your clients) are secure and compliant.

FileCloud 21.3 Expands Compliance Center and Adds Google Docs Integration

New Compliance Center tabs for GDPR and HIPAA, a revamped admin dashboard, Google Docs Integration, and more

The newest release of FileCloud builds on existing features and also adds some new ones to upgrade user and admin experiences and improve ease of use.

An improved admin interface makes it easier to find and leverage information. GDPR and HIPAA tabs in the FileCloud Compliance Center join the ITAR tab in the Compliance Center that was launched with the 21.2 release. Google Docs integration means users can now edit files using Google Apps without leaving the FileCloud environment.

The 21.3 release also includes improvements for FileCloud Online. A new interactive tour helps onboard new users. Admin-users are empowered with a mini admin portal where they can easily access administrative features without switching screens.

Read on for more details on each of these improvements!

Improved Admin Interface

The admin dashboard is a critical element that defines, supports, and protects your FileCloud environment. With the 21.3 release, the admin dashboard and login portal have been refreshed with a new look and feel, alongside targeted feature upgrades. Admins can now rely on quick action and alert links at the top of the page for timely notifications and access.

The dashboard embraces a new level of customization with drag-and-drop widgets. Admins can use these widgets to prioritize or sort information based on where they place the widget within the panel. Widgets can also be resized or removed entirely and added back at any time.

Information within the widgets has also been optimized to provide more meaningful insights at a glance. For example, “File Type Distribution” and “User Distribution” widgets provide exact numbers when you hover over the pie charts. Specific numbers replace percentages entirely in the “System Summary” widget for usage amounts (GB) and number of users.

Compliance Center Tabs for GDPR and HIPAA

FileCloud initially released the Compliance Center with a specific configuration for ITAR compliance. This powerful tool now offers configurations for HIPAA and GDPR compliance.

These configurations (presented as tabs in the FileCloud Compliance Center) provide a list of compliance requirements. FileCloud tools and settings are paired with requirements to create a powerful and flexible set of recommendations to help govern your FileCloud environment.

Through routine scanning and automated notifications, the Compliance Center can help flag potential compliance violations and provide a solution within FileCloud. Solutions may involve updating DLP rules, adding new metadata sets, or implementing more restrictive share policies, among many others. Some solutions can be enabled directly from the Compliance Center.

Rules in the Compliance Center can be enabled or disabled as needed, to reflect a company’s external tools or solutions that may already answer a specific requirement. This ensures that your Compliance Center is working in concert with your organization’s overall processes.

Lastly, the Compliance Center Overview tab provides a search filter in the “Recent Events” column to support admins in locating specific events. This function is particularly useful for organizations working with multiple compliance configurations. The filter can capture all events across configurations or include results for specific configurations. It can also be adjusted to include information or violation events only.

Google Docs Integration

Since launching the Microsoft 365 and OnlyOffice integrations, the next step for FileCloud was to develop an integration for the Google Workspace. With the 21.3 release, users will be able to open, edit, save, and share Word documents, Excel files, and PowerPoint spreadsheets using Google Docs, Sheets, or Slides without ever leaving their FileCloud environment.

To enable this feature, admins must first complete a one-time configuration within the Google Cloud Platform and FileCloud’s Admin Portal (under web-edit settings). This configuration ensures that Google and FileCloud recognize one another and that the Google Apps will appear as an option through Desktop Edit in your FileCloud environment.

More information on how to perform this configuration can be found in this FileCloud Documentation.

Once the configuration is complete, users will be able to edit docx, pptx, and xlsx files using Google Apps (along with any other web edit applications like OnlyOffice or Office Online). The edit feature is restricted to the web and desktop versions of FileCloud. Mobile app users can view but not edit files in Google Apps.

FileCloud Online Improvements

FileCloud Online is also seeing significant improvements with the 21.3 release. Two major changes aim to facilitate ease of use for FileCloud Online users and admins.

Get Started With FileCloud

Users new to FileCloud Online are now greeted with a “Get Started with FileCloud” dialog box when they log in for the first time. By clicking “Let’s Go,” the user begins an interactive tour of their FileCloud Online environment. This tour guides users through foundational actions in FileCloud like uploading files and folders, setting share options, and updating the theme. Users can track their tour progress with the handy completion percentage.

Mini Admin Portal

FileCloud Online is an optimized, secure platform that enables organizations to immediately begin using their FileCloud environment without worrying about managing cloud infrastructure. Your organization maintains control over a variety of security and customization options through administrative policies. The Admin Dashboard is the traditional location where your designated admins can implement changes to your FileCloud Online environment.

It can be inconvenient though to bounce back and forth between user and admin accounts. That’s why FileCloud Online now supports a mini admin portal accessible from within a user account. Admin-users can find this portal link at the bottom of the navigation pane (though it is only visible to those with the “mini admin” permission ticked in their “Admin Role”).

Following the mini admin link opens a dashboard with many commonly accessed administrative operations. Admin-users can implement or update policies without ever leaving their user portal. For any policies that cannot be directly managed in the mini admin portal, admin-users can follow links to the relevant policy screen in the full admin portal.

Conclusion

FileCloud is an adaptive, hyper-secure file sharing, storage, and collaboration solution that seeks to resolve everyday and emerging problems across the digital landscape.

An organization’s data is more valuable than ever. FileCloud has all the right tools and the innovative scope to support security while preserving access and collaborative momentum.

For more information on what FileCloud can do for you, take a tour, explore pricing, or sign-up for a free trial!

Unstructured Data Storage Solutions

Leveraging business insights to grow your company or improve a product or service is easy when you have access to structured data. This data has already been labeled, categorized, and essentially optimized for analysis.

In comparison, unstructured data remains difficult to analyze. This is partly due to the sheer variety of file types and the unsorted content they contain.

To give you the edge in fast-paced markets and industries, the right data storage solution will not only store your unstructured data but also automatically sift and analyze your data to glean actionable insights.

With the advent of artificial intelligence and machine learning, more data storage solutions and platforms are gaining this ability. Once the treasure trove of unstructured data is unlocked, there is boundless potential for optimization of business processes as well as targeted improvement of products and services.

What is Unstructured Data?

To understand unstructured data, it helps to first define structured data.

Structured Data

Defined as data that incorporates relations between entities and variables, structured data is typically quantitative. This type of information can be easily rendered in spreadsheets since the categories of data are predefined.

Some common examples of structured data include names, dates, and addresses, credit card numbers and other Personally Identifiable Information (PII), stock information and financial trends, and geolocation coordinates, among others. Structured data has formed the backbone of business intelligence because it is easily read, filtered, and analyzed by machine and coding languages.

Structured data is stored specifically in Relational Database Management Systems (RDBMS), which enable users to add, search, or manipulate data using a specific programming language called Structured Query Language (SQL). This language was developed in the 1970s by Donald D. Chamberlin and Raymond F. Boyceat, programmers at IBM, and officially adopted by ANSI and ISO standard groups in 1986.

Unstructured Data

Now that we’ve explored what structured data is, we can better understand the role unstructured data plays in business operations and growth opportunities.

Unstructured data is essentially remaining types of data or qualitative data. Text files like email messages and word processing documents, audio and media files, social media posts, graphics, and surveillance/satellite imagery all count as unstructured data.

Unstructured data is maintained in its native formats and has not been sorted or labeled; it cannot be translated into a spreadsheet through programming commands, nor can it be stored in a relational database in its raw format.

Without the predefined data model of entities, variables, and relations, running automated analyses of unstructured data is much more difficult.

Growth in Unstructured Data

Opting to work only with structured data is not an option for modern businesses and organizations. According to MongoDB, “80 to 90 percent of data generated and collected by organizations is unstructured,” and the volume of this type of data is growing exponentially, especially compared to the growth of structured data.

The knowledge we can gain from unstructured data is far-reaching and rich in diversity, particularly as more people gain access to the internet and technological devices. We are creating more data than ever before, and this data can be used for nearly any purpose:

  • Advertising companies can use unstructured data to pick up on trending topics among interest groups or target audiences.
  • Governments and global think tanks can chart movements or changes of populations, which then influence policy proposals.
  • Logistics companies and manufacturers can better understand how their processes affect end products.
  • Banking and Financial Institutions can refine existing services and develop new tools to fill gaps in customer support.
  • Hospitality and Entertainment corporations can identify meaningful investment opportunities for expanded properties or amenities.
  • Real Estate firms can more adeptly respond to buyers and sellers according to swiftly changing needs and market shifts.

These are only a few examples of how mining unstructured data can support common industry objectives. If it can be imagined, relevant unstructured data likely already exists – reams of valuable information that can revolutionize how businesses and organizations respond to their clients and constituents.

However, the tools needed to properly analyze unstructured data are relatively new in the field. Thus, tapping into the knowledge contained in unstructured data remains a major challenge for businesses and organizations, up to 95% of those polled by TechJury). Furthermore, “97.2% of organizations are investing in big data and AI” to develop adept solutions to unstructured data. Emerging tools and technologies will empower companies and organizations with the ability to leverage both data and content insights, expanding beyond business intelligence into lustrous fields of predictive analytics, machine learning, and data discovery and profiling.

Manage and Store Unstructured Data

To work with unstructured data, we must first be able to retain and store unstructured data. As before, we’ll first review structured data to understand the roots of data storage.

Data Warehouses

SQL databases (a type of RDBMS) are built for structured data – quantitative, numerical-based information comprising variables and entities. The tabular nature of RDBMS means that storage solutions take up less space and are also easily scaled within data warehouses. This makes a SQL Database much more cost-effective to maintain and expand as needed.

Data warehouses are familiar components to business intelligence components. They are, in essence, the central hubs for the entire system, from which all insights are derived. The warehouse serves as a repository for data and also runs queries and analyses.

As a data warehouse collects data and the databases within the enterprise grow, a rich data history develops, which provides an invaluable resource to analysts and scientists within an organization. The information is stable, flexible, and largely accessible, often referred to as “the single source of truth” within an enterprise. The data warehouse itself forms the backbone of widely recognized reporting and dashboard features within UI.

Data Lakes

Unstructured data cannot fit into the relations-based structure of RDBMS. Non-relational or NoSQL databases must be used instead to store and manage unstructured data. However, the qualitative nature of the data makes it harder to store, even as it absorbs more space.

The answer to this challenge is found in a data lake. This type of data repository offers an interesting level of convenience and flexibility, in that data of all kinds, structured or unstructured, raw or clean, can be added. Data lakes are scalable tools that support advanced storage and processing of unstructured data such as big data and real-time or IoT analytics, as well as machine learning.

The downside of a data lake is that all that unstructured data is not organized. The very quality that makes this repository a necessary solution to recapture the value of 90% of our available data is the same quality that makes it a challenge to implement. A variety of analyses can be run using the data stored in a data lake, but that raw data needs to be processed and organized before it can deliver any meaningful insights. Without proper oversight or consistent organization of stored data, it is very easy for a data lake to become a “data swamp.”

The often raw and uncategorized nature of data lakes means that they are not often used directly by business analysts. Instead, data scientists and developers must first curate and translate data before delivering it to business analysts, who interrogate the data and adjust business decision processes. Considering the costs of expertise, a data lake may not be immediately accessible without the support of enterprise-grade developer teams.

Alternatively, smaller organizations and businesses can set up a data lake to capture data they plan to use in the future. Establishing a data lake without an immediate implementation strategy offers two distinct benefits:

  • The cost to maintain a data lake is relatively low, especially compared to maintaining a data warehouse.
  • Early data collection ensures a rich vein from which to work later and the ability to establish data patterns and history.

As a third option, businesses and organizations can take advantage of Software-as-a-Service or Infrastructure-as-a-Service solutions. Services include widely recognized names in the industry, including Microsoft Azure and Amazon Web Services (AWS). Azure offers both data lake storage and analysis in a two-part service: Azure Data Lake Storage and Azure Data Lake Analytics. Selecting AWS as your service provider grants you access to Amazon’s suite of complementary services, including Amazon RedShift (data warehousing), Amazon Athena (SQL Storage), and Amazon QuickSight (business analytics), among others.

FileCloud Meets Your Data Storage Requirements

FileCloud is an adept solution that is continuously evolving to meet new challenges across diverse industries. You can opt for FileCloud Server (on-premises) or have FileCloud host your data in our world-class data center with FileCloud Online.

There is also a hybrid solution available that combines the best of both worlds: on-premises hosting for high-touch data, cloud storage for archived files, and FileCloud’s ServerSync to support synchronization and easy access to files and permissions wherever you are and across your devices.

Flexible Integrations

With our on-premises solution, you can choose your storage provider, either by integrating with an already-deployed service or by setting up brand new storage buckets. Integrations include Azure Blob, AWS (and AWS GovCloud), Wasabi, Digital Ocean, Alibaba, and more.

With Microsoft Azure, you can take advantage of pre-built FileCloud VMs on the Azure Marketplace, with deployment in seconds. FileCloud’s integration with Azure also ensures your active directories, permissions, and files are migrated into your FileCloud platform.

Opting for the AWS S3 storage service also provides a wealth of different options within the Amazon Marketplace. The FileCloud integration offers smooth data migration for existing files and permissions, as well as access to robust features like endpoint backup, data analytics, monitoring and governance, security, and granular permissions.

For those concerned about the relative data security of unstructured files, users can employ FileCloud’s integration with Symantec. This powerful security software suite provides anti-malware, intrusion prevention, and firewall features. Even better, Symantec’s Data Insight Solution supports administrative-level review of unstructured data to check usage patterns and access permissions.

Conclusion

Unstructured data is an increasingly vital element of analytics and business intelligence for companies and organizations of all sizes. The challenge lies in how this unstructured data is stored and leveraged to yield actionable insights.

Sophisticated solutions like FileCloud are working to put this unstructured data at your fingertips. By partnering with major leaders in the field, FileCloud aims to provide you with secure, scalable, efficient storage options that support sustainable growth and meaningful relationships with your target audience.

For more information, contact our Sales Team or sign up for a free trial here!

FileCloud Supports one of the World’s Largest Banking Institutions

FileCloud is developing ever more sophisticated features alongside the powerful benefits and UI that remain a core aspect of the solution. By responding to emerging industry needs for compliance and security, FileCloud supports productive, meaningful work for organizations of all sizes, particularly those working in the Banking, Financial Services, and Insurance (BFSI) sector.

A Modern Solution for the BFSI Sector

When we think about the types of information we want to secure, banking and financial data are at the top of the list. As IT infrastructure ages and threats become more refined, keeping Personally Identifiable Information (PII) safe becomes a significant challenge.

FileCloud can meet you where you are with your current IT infrastructure, providing an all-in-one secure cloud or self-hosted solution—or by integrating with your current infrastructure to bring it into the 21st century.

Email, file zipping, and VPNs are outdated and fallible, easy pickings for people who know how to break into systems and find the information that will do the most damage. FileCloud is a sleek, modern solution that provides robust, multi-layered security alongside ease of access for authorized users. With a plethora of integrations, FileCloud can incorporate legacy components like AD and NTFS permissions so you don’t have to start from scratch.

Powerful yet Flexible

The strength of the platform, the accessibility of the UI, and the functionality of features contributed to the agreement between CodeLathe (FileCloud) and one of the world’s largest banks. Here are some of the highlights that made FileCloud the best choice among competitors:

  • Security
  • Accessibility
  • Flexibility
  • Branding and Customization
  • Workflow Automation

Security

One of FileCloud’s core strengths is the built-in security from the codebase all the way through top-level, user features. Clients can choose between FileCloud Server (self-hosting), FileCloud Online (cloud hosting with CodeLathe), or a hybrid cloud storage model.

Data Residency

For those opting for FileCloud Online, data is hosted in our world-class data centers in a region of your choice. This allows banks and financial service organizations to comply with global and industry data residency requirements. Clients can also opt for different cloud storage providers/buckets (e.g., Amazon S3, GovCloud, Azure Blob).

This particular banking client operates around the world but needed to ensure data was hosted in Australia to comply with regional regulations. FileCloud offers data centers all over the world, including Sydney, Germany, Ireland, and Bombay.

Compliance

FileCloud supports compliance with major regulatory bodies around the world and across industries. Notable examples for the BFSI sector include GDPR, CMMC, FINRA, SEC (17A, 31A-2, & 204-2), Sarbanes-Oxley, and IRS Publication 1075.

Major security features include:

  • endpoint backup
  • 256-Bit AES encryption (data at rest); SSL/TLS encryption (data in-transit)
  • ransomware protection
  • malware detection and recovery
  • built-in antivirus scanning
  • two-factor authentication and single sign-on (SSO)
  • password strength requirements
  • device management (remote wipe)

Furthermore, FileCloud offers comprehensive audit capabilities, capturing Who, What, When, Where, and How file activity. These audit logs are easy to review in FileCloud’s Audit dashboard and can be exported as CSV files. Audit logs also support FileCloud’s Records Management Platform, an automated system that protects and preserves files throughout the document lifecycle, from creation and distribution through archival and deletion. Records Management takes the effort out of document management, ensuring critical records are identified and maintained in the event of internal reviews or external legal proceedings and/or governance requirements.

Integration with SIEM software provides another layer of security, with active monitoring and instant notifications and alerts. Admins can respond to notifications of shared data with banking customers to prevent unauthorized access or data leak.

One of FileCloud’s major strengths revolves around data leak protection (DLP). With customizable metadata sets, a smart content classification engine, and seamless DLP, the system can effectively automate file sorting and application of security protocols and policies. Upon upload, the content classification engine scans files for information that aligns with metadata tags (e.g., PII, credit card numbers, social security numbers, etc.). If a file is found to contain this information, the file is tagged with the appropriate metadata class.

When DLP is enabled, this metadata tag will trigger relevant policies for retention and share permissions. Thanks to FileCloud’s hierarchical permissions system, information is protected at the most stringent of levels. With metadata templates and custom metadata options, FileCloud can support organizations requiring distinct classifications. (The aforementioned banking client runs over 200 classifications as part of their DLP system.) 

Collectively, these powerful features help companies and organizations comply with global and federal regulations and guidelines.

Zero Trust Folders

To maintain the utmost security, cloud storage providers use “Zero Trust Folders.” This feature is currently being developed for FileCloud Release 21.3. In a system with Zero Trust Folders, if anyone logs in with a compromised account, they may be able to see folders, but the folder information and all the data within is encrypted. To access information or files, the unauthorized user would also need to know the encryption key or password. With FileCloud, this key would not be stored within the platform cache, providing an extra layer of security.

 

Accessibility

Customers and employees of global banks (like the one served by FileCloud) need to be able to access bank systems from anywhere in the world. To operate efficiently, the bank also needs to be able to share information with external customers and vendors.

FileCloud delivers this secure access seamlessly. The banking client deploys over 15 servers to best support their global network, which includes more than 20,000 employees and over 13 million banking customers.

One specific way FileCloud meets the extensive needs of this banking organization is through multi-tenancy. Each bank under the organization’s umbrella has its own brand identity and network. Multi-tenancy with FileCloud ensures that all the banks have their own data boundaries without requiring multiple FileCloud instances. The banking client is also able to reduce overhead costs and cut back on access abstraction, which provides more opportunities to invest in customer service and innovation.

Flexibility

FileCloud is eminently flexible, thanks to the user interface and the plethora of integrations with legacy IT infrastructure and third-party applications. The banking client specifically needed to be able to integrate their Authentication Directory into their portal, with support for Single Sign-On (SSO).

For the BFSI sector, FileCloud’s ability to work with older systems, modernizing them and providing top-of-the-line security, is a major strength. Banks invested early in IT systems to help streamline processes and security. The drawback of being an early adopter is that these systems have since become outdated and vulnerable. With FileCloud’s flexible integrations though, banking clients need not invest in a massive upheaval to gain security and access features that are absolutely vital for a modern, global organization.

Regarding third-party integrations, FileCloud works with other recognized software providers to ensure banking clients have the tools they are familiar with and rely on. One such example is Compass Plus, a payments software established in 1989 that continues to develop revolutionary and future-proof solutions.

Branding and Customization

Building a branded identity is essential for BFSI organizations to build consumer trust, reach potential customers by extending their brand in the market, and establish their reputation for select services. Branded platforms also help protect customers by providing clearly marked digital boundaries around the banking platform.

FileCloud provides full support for branding customization. FileCloud Server can be run under a custom domain, user and admin portals can be updated with the bank’s logo. Fonts and theme colors can even be adjusted to follow branding guidelines. Furthermore, banking clients can insert their own language for user communications such as terms of service and activity notifications. Multi-tenancy also plays a role here, enabling the banking client to run multiple, branded tenants from the same instance.

Workflow Automation

One of FileCloud’s newest features (released in 21.2) is Workflow Automation. This powerful feature empowers users to automate tasks associated with file activities, relieving employees of tedious yet critical processes that are part of the bank’s smooth operations. For example, FileCloud’s Workflow Automation can control file shares by automating the approval chain.

  1. User Shares a File
  2. Manager Reviews Share and Approves
  3. Shared File Becomes Available to Recipient.

Workflow Automation supports both efficiency and security for banking clients by reducing the opportunity for human error and time spent on routine tasks. Users can easily see and respond to workflow events within the notification tab. They can also review a history of their workflow actions in the new “Actions” tab in the left sidebar and even make their own workflows thanks to FileCloud’s no-code, drag-and-drop workflow builder.

Admins have even greater scope, with the ability to examine workflows in the dashboard and make changes to improve efficiency or update involved files, folders, or user information.

Conclusion

This major banking client chose FileCloud not only for the strength of its security or the sophistication of its features, but also for its flexible integration options, accessible UI, and award-winning customer support team. FileCloud is an innovative platform designed to solve real-world problems.

By constantly examining how it can mitigate inefficiencies across file storage and sharing systems and respond to emerging trends and threats, FileCloud provides a robust ROI. BFSI clients that partner with FileCloud have the infrastructure support they need to navigate a rapidly changing digital market and meet the needs of banking customers all over the world.

3-2-1 Backup Strategy – Part 3: External Backup via Cloud Service

Now that we have covered backing up your computer and mobile devices locally using an external hard drive or a NAS, we can now set up our final security measure: backing up data via third-party cloud service.

There are many options available:

  • Drive
  • OneDrive
  • iCloud
  • Box
  • FileCloud
  • NextCloud
  • AWS

And many more…

Choosing the Best Fit

While you have many options available with a wide variety of prices, I recommend carefully evaluating your storage needs and privacy concerns to determine the best service for you.

Drive, OneDrive, iCloud, and Box are among the least expensive options. However, these options don’t offer precise user control over where files are stored or granular settings for privacy and reliability. For those who prioritize autonomy, security, and flexibility, a service like FileCloud or NextCloud may be more suitable.

To maximize privacy, running your own on-premises server with a cloud service (Digital Ocean, AWS, Google Cloud, Azure, etc.) is an ideal solution. You can fully control your data storage, but this control comes with a price. Running your own server is often the most expensive option. With that expense comes the ability to configure several layers of access barriers and encryption standards.

For example, you can run FileCloud on-premises on AWS, set up your S3 Bucket, and apply asymmetric encryption standards to your saved files. With these layers in place, if for any reason someone gains access to your S3 Bucket, your files will not be readily available–they would need the encryption keys or direct access to your FileCloud Server to decrypt the data.

The Cost of Running a Server

For users running their own FileCloud Server, we can apply some basic parameters to compare pricing, using calculators provided by cloud service platforms.

  1. Medium size computer
  2. Linux OS (Ubuntu)
  3. Additional 500 GB disk
  4. FileCloud Community Edition (sold separately)

For this example, we used the Google Cloud calculator:

Screenshot of Google Cloud calculator

With our initial parameters, the calculator has estimated that it would cost around $45 per month to run an independent server.

However, if your company already runs a FileCloud server or pays for FileCloud Online, you can take advantage of FileCloud’s backup option at no additional cost. This feature uses your existing cloud space; you can rest easy knowing your critical data is backed up in the event of a disaster (mobile device gone, computer gone, hard drive gone).

Backing Up Hard Drive Data to FileCloud

FileCloud includes an end-point backup solution that can help you back up specific folders from your local computer (like your hard drive) to your FileCloud account.

To add your local hard drive to FileCloud, open the Sync application and select “Backups” under the Configuration menu:

Screenshot of Backups Tab in FileCloud

From the “Backups” tab, you can select a folder, including that of your connected hard drive device:

screenshot of FileCloud Sync app, add a folder

FileCloud will then sync content found in the designated folder to your user account. I recommend enabling the “Email notification after the backup completes” option. This way, you can track when and how often your files are backed up.

screenshot of FileCloud Sync - backed up folders

Once configured, the FileCloud Sync application will back up your hard drive data to your FileCloud backups folder. This also completes your external source for backups, which cover the basics of your 3-2-1 backup strategy.

Article written by Daniel Alarcon

VPAT and Keyboard Shortcuts in FileCloud

Web Accessibility Series – Part 1

One of the quickest ways to boost productivity is to use keyboard shortcuts. Being able to click a button or two and get the results you need reduces your reliance on your mouse, giving you more time to focus on the important things. Since you can keep both hands on the keyboard when compared to using a mouse, using a shortcut to complete a task is often more efficient than seeing the monitor and navigating your cursor around the screen.

How are Keyboard Shortcuts Helpful?

Fun Fact: “An average person loses 2 seconds per minute of work” by going back and forth between the mouse and the keyboard, according to an infographic by American Express Open Forum. If you work 8 hours a day, 240 days a year, you might be wasting up to 64 hours if you don’t use keyboard shortcuts.

Compared to reaching for the mouse or navigating a menu, a single keyboard shortcut not only shaves a moment off your task but also ensures websites are accessible for specially-abled users, in compliance with WCAG Guideline 2.1. FileCloud has created a VPAT (Voluntary Product Accessibility Template) that lists the enabled keyboard shortcuts within the platform. Many of the commonly used actions in FileCloud are listed below:

Keyboard Shortcuts

1.     Upload a file: (Insert / U)

Press (U) to upload a file inside any currently opened folder from your computer.
You can also upload a file on FileCloud as you press the (U) key on the dashboard to bring up a “Select File” menu and choose the file to be uploaded on the selected path.

2.     Navigate through files in a list:

To navigate through the file’s list, use up/down arrow keys ( ↑ or ↓ ).

3.     Select the current item:

To select the current item, use the spacebar.

4.     Copy selected item in FileCloud: (⌘/ctrl + C)

Select the items you want to copy, then hold the ⌘/ctrl and press the (C) key. This will bring up the “Select File” menu, where you can navigate to copy the file in the destination folder.

5.     Move the selected item to FileCloud: (⌘/ctrl + X)

Select the items you want to move, then hold the ⌘/ctrl on the dashboard and press the (X) key. This will bring up the “Select File” menu, where you can move the file into the destination folder.

6.     Download selected items from FileCloud: (D)

Select the items you want to download, then press the (D) key.

7.     Lock/unlock selected items on FileCloud: (L)

Select the items you want to lock/unlock, then press the (L) key.

8.     Add a comment to the selected item: (C)

Select a document for which you wish to add a comment, then press the (C) key. This will navigate to the comment section directly.

9.     Delete a selected item: (delete)

Select the item(s) in the file list view, then press (delete) to remove them.

10.  Rename the selected item: (F2)

Select any file/folder you wish to rename, then press the (F2) key.

11.  Share any selected item: (.)

Select any file or folder you want to share with other users, then press the dot(.) key. This will share the files using your default share settings.

12.  Open file operations (More …) menu: (M)

Select any item from the file list and press the (M) key to open the ‘More …’ menu.

13.  Create a folder: (Alt+N)

Navigate inside a folder and press Alt+N to create a new folder.

14.  Preview file or open folder: (⏎)

To open any particular folder, press enter\return. After pressing the enter key, the preview for files can also be opened.

15.  Select/Unselect all: (Shift+A)

To select/unselect all items in the file list, hold shift and press the (A) key.

16.  Navigate to the next page of files: (pagedown)

To load and navigate to the next page of the file list, press (pagedown).

17.  Previous page of files: (pageup)

To navigate to the previous page in the file list, press (pageup).

18.  Navigate to the top of the page: (⌘/ctrl + home)

To navigate to the top of the page, hold (⌘/ctrl) and press home.

19.  Refresh file list: (Alt+R)

To refresh the file list, hold (Alt) then press the (R) key.

20.  Navigate to the next page: (Alt+→)

To navigate to the next page, hold (Alt) and press the arrow key (→).

21.  Go to the previous page: (Alt+←)

To go to the previous page, hold (Alt) and press key (←).

22.  Toggle sidebar: ([)

Use the left bracket ( [ ) to open\close the left sidebar.

23.  Toggle activity bar: (])

Use the right bracket ( ] ) to open\close the right activity bar.

24.  Toggle file operations dialog: (P)

To open/close the operation dialog box, press the (P) key.

25.  Go one folder up: (Alt+Shift+↑)

To go up one level of the directory tree, press the (Alt), (Shift), and Up arrow (↑) keys.

26.  Toggle file list/grid view: (V)

To view the documents list as a grid, press the (V) key.

27.  Show folder properties: (⌘/ctrl+I)

To view folder properties, hold (⌘/ctrl) in the dashboard, then press the (I) key.

28.  Open deleted files page: (Alt+D)

To view the deleted files list, hold (Alt) and press the (D) key.

29.  Filter file list: (Alt+F)

To filter the file list, hold (Alt) and press the (F) key.

30.  Show shortcuts: (Alt+F1)

To view shortcuts, hold (Alt) in the dashboard and press the (F1) key.

 

Conclusion

CodeLathe is committed to ensuring FileCloud is secure, easy-to-use, and feature-rich. You can find a complete list of keyboard shortcuts in the FileCloud documentation.

Article written by Niharika Sah

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. 

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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

Access your FileCloud Community Edition Server using NoIP

If you’re currently using Tonido and considering switching to FileCloud Community Edition, there is one key difference to note: Tonido uses a relay server to access your local server.

For example, <username>.tonido.com is your external URL; this means that you will need to use a third-party service to redirect from a custom URL to your local IP address. You can use commercial or free services to accomplish this.

Some available options include:

Redirect Your Tonido URL

This article will explain how to accomplish this using a Freemium service like NoIP.

Requirements:

  • Server Computer Running FileCloud Community Server
  • com Account
  • Your Public IP Address
  • Port Forwarding in Your Router
  • External URL Access
  • Set Up Automatic Updates for Local IP Changes

Install FileCloud Server

FileCloud provides installation guides for Windows and Linux operating systems. Select the right one for your computer below.

Windows: https://www.filecloud.com/supportdocs/display/cloud/Installation+on+Windows

Linux: https://www.filecloud.com/supportdocs/display/cloud/Ubuntu+Package+Installation

NoIP account

If you don’t have a NoIP.com account, please create one: https://www.noip.com/sign-up

Public IP address

Several options can help you identify your public IP address. For our tutorial, we will use this website: https://www.whatismyip-address.com/?check

When you open this website from your local home network, you will see something like this:

screenshot of website WhatIsMyIPAddress

Please take note of your IP4 Address as we will use this shortly.

Set Up Port Forwarding in Your Router

To access your FileCloud Community Edition server outside of your local network, you will need to create a rule in your router to redirect traffic from your public IP address to the local IP address of your server.

The instructions may vary depending on your router brand. You can check the guide from NoIP to help you set up the port forwarding for a comprehensive list of router brands (D-Link, Netgear, Linksys, Asus, TP-Link, etc.)

Create and Configure External URL Access

Once you have completed the above steps, it is time to create your hostname in NoIP. Go to: https://my.noip.com/dynamic-dns and create a new hostname.

screenshot of website NoIP to create a hostname

You can choose your preferred hostname and direct a DNS Host (A) to your IPc4 Address.

Screenshot of NoIP - Direct Your DNS

After waiting an average of 30 minutes, your DNS entry should be ready. Now you can access your FileCloud Community Edition Server from anywhere using the URL you chose, including via mobile application and web access.

Set Up Automatic Updates for the IP Address

To make updating the IP address simple, NoIP offers an application you can install on your server or any computer that runs from your local network. The application will monitor if the public IP is updated; whenever the IP address changes, the app will automatically update your DNS entry in your account. You can find and download the application from NoIP.

Once you install the application, log in to your NoIP account and select the hostname. You will see the following:

screenshot of NoIP website, configuring automatic updates for DNS changes

Now, whenever your local IP address is updated, your DNS entry will also be updated, ensuring you never lose access to your FileCloud Community Edition Server.

Article written by Daniel Alarcon

Moving from Tonido to FileCloud Community Edition

Tonido has been in maintenance mode for the last few years, which means only bug fixes have been delivered and no new features are available.

Since FileCloud 19.3, a new license model is available: FileCloud Community Edition. If you’re looking for a secure alternative to access your files, this edition is your best option.

6 Key Differences to Note Before Moving:

  1. FileCloud Community Edition has a license cost of $10/year (proceeds donated to charity).
  2. There is no relay server for Community Edition, which means that <yourserver>.tonido.com address has no similar option in Community Edition.
  3. FileCloud desktop and mobile applications are more advanced and feature-proof than Tonido; syncing files across devices is a better experience.
  4. Significant features from FileCloud (Business-oriented licenses) are available in the Community Edition, like:
    1. Storage from Disk, Network Shares, Amazon S3, Azure, Alibaba Cloud, Wasabi, EMC ECS
    2. Access to NTFS permissions storage and the Drive desktop application
    3. Unlimited versioning and recycle bin support, advanced sharing options for external users, file change notification
    4. And much more!
  5. Some features from Tonido are not available in FileCloud, like remote desktop, torrent, DLNA media server, money manager, thots, and other user-specific apps.
  6. Most importantly, active development is present on FileCloud Community Edition, including Forum support by FileCloud support engineers, bug fixes, and new features.

Requirements:

We recommend a dedicated machine for a computer that will run FileCloud Community Edition, either a VM or an old server in your home network.

  • OS Specs:
    1. Windows Server 2012 R2, 2016, 2019
    2. Ubuntu 18.04, 20.04, CentOS 7, RHEL 7
  • HW Specs:
    1. Intel quad-core CPU
    2. 16 GB of RAM or higher
    3. storage (physical disk, SAN, NAS, etc.)

What is Missing From a Regular FileCloud Server?

Most of the features listed below are enterprise-grade/business-oriented and are not often required by a personal or small business installation.

  • Data Governance (including Smart DLP, Smart Classification, Retention Policies, and the Governance Dashboard)
  • Single Sign-On (SSO)
  • Solr Search
  • Server Sync
  • Third-party integrations (AV, Salesforce, SIEM, etc.)
  • SMS Authentication
  • Multi-tenancy

Should You Switch from Tonido to FileCloud Community Edition?

See the comparison table below to help you decide if you should switch from Tonido to FileCloud CE:

comparison chart between Tonido and FileCloud Community Edition
General Recommendations:

If you currently use Tonido for media consumption, there are alternatives available that will help you achieve this in a better way (Kodi, Emby, Plex, etc.)

On the other hand, if you use Tonido to sync across devices, share files, and use it for more work-oriented tasks, consider switching to FileCloud Community Edition. It’s only $10/year for a license and gives you access to a robust file-sharing system with a strong Return-on-Investment.

Article written by Daniel Alarcon

FileCloud’s Version 21.2 Makes Work Easier with Compliance Center, Workflow Automation, and Integrations

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We’re always working to make FileCloud better for you. That’s why our 21.2 release focuses on ways to make your life easier.

Let’s get started looking at these new features.

ITAR Compliance Center

Our new Compliance Center is a useful and important tool for your compliance and IT managers. It helps you save time and money by making complex regulations easy to understand while connecting requirements with policies and settings that you can implement with just a few clicks. This allows admins to instantly note and fix compliance issues following FileCloud’s best practice recommendations.

ITAR (United States International Traffic in Arms Regulation) requires companies involved in the manufacture, sales, or distribution of defense-related articles to comply with certain guidelines to ensure that confidential information does not leave the US and is not leaked to criminals, civilians, or any potential threats.

Failure to comply with these regulations can involve civil or criminal penalties for companies and organizations. The good news is that with FileCloud’s new ITAR Compliance Center, it’s easier than ever to ensure your company is compliant.

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Figure 1: Compliance Center Overview Page

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Figure 2: Issue Preventing Compliance Screen

The tool also lets you archive event logs for easy reporting and auditing purposes and is easily customizable. Meaning, if you already have a solution for a regulation in place outside of your FileCloud environment, administrators can easily bypass the rule within the Compliance Center.

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Figure 3: Rule Update Screen in Compliance Center

With our new Compliance Center, you can continue to share your files with confidence, knowing that you’ve dotted your i’s and crossed your t’s when it comes to ITAR regulations.

Workflow Automation

Workflow automation is one of the things we’re most excited about with FileCloud 21.2’s release! 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.

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Figure 4: Full Workflow Overview

As you can see, automating tasks is easy with our no-code design. Users can use the drag-and-drop tool to build workflows, and managers can 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.

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Figure 5: Workflow Dashboard
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Figure 6: Workflow Dashboard Activity

You can use this tool in many different departments within your company including:

  • Marketing collaboration and press and product releases
  • Sales contract review and client notifications
  • HR expedited onboarding and time-off and expense approvals
  • Finance forecasting and invoice approvals

Microsoft Teams Integrations

You asked for Microsoft Teams Integration, and we delivered! With FileCloud 21.2 you can now integrate Teams with FileCloud using the new app.

This allows your team to continue to collaborate using Teams, without sacrificing the security and customization you love about FileCloud. This new integration includes special features like:

  • Easily finding files and sending share links in the Teams message bar
  • Sharing direct links from your teams or network folders to your Microsoft Teams Contacts (no external FileCloud login required!)
  • A FileCloud tab within Teams’ sidebar menu (allowing users the same functionality as opening FileCloud in a web browser)
  • Accessing File Details (including metadata, comments, and version history)

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Figure 7: MS Teams Direct Link

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Figure 8: MS Teams Share Link
We created FileCloud so you could have secure and customized file sharing. With our Microsoft Teams integration, you can collaborate with confidence, knowing your files are secure and easily shareable.

OnlyOffice Integrations

We want you to be able to use the tools you’re familiar with, without having to toggle back and forth between different programs. That’s why FileCloud is now integrated with OnlyOffice.

Now you can edit, view, and collaborate on OnlyOffice documents, presentations, and spreadsheets within your FileCloud system.

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Figure 9: OnlyOffice Integration Web Edit

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Figure 10: OnlyOffice Team Collaboration

Access and collaborate with your team on your OnlyOffice files with a click while still using FileCloud’s secure and customized file sharing.

And don’t forget, FileCloud also allows unlimited File Versioning, so you can work on your OnlyOffice files with confidence, knowing you have a backup available with a click of a button.

Private Key Support for FileCloud Online

We’re always working to provide you with top-level enterprise security, and your files are now even more secure on FileCloud Online. With Version 21.2, FileCloud Online now provides customer-managed encryption in addition to Amazon S3-managed encryption. Create and manage your own encryption key or utilize the Key Management Service (KMS) in your Amazon Web Services account. Either option provides you with greater control and privacy when it comes to your data. This is a feature that is already available with FileCloud Server.

FileCloud uses Amazon’s S3 storage services, with built-in SSL encryption for data in transit and 256-bit encryption for data at rest. Admins can now configure different server-side encryptions for data at rest using Amazon’s S3 storage services and Key Management Service (KMS) with both FileCloud Online and FileCloud Server.

Any new files are quickly encrypted without any service interruption. Users can access and share these files with confidence, as the files will be securely encrypted and decrypted with the secure FileCloud Online environment, without the need for any extra steps from the user.

More Details…

We’ve shown you the things we’re most excited about with FileCloud 21.2’s release, but you can read more about each feature in FileCloud 21.2’s release notes.

As always, if you need help with integration or using any new features, our team is available for you.