File-sharing collaboration software is a service that enables users to share their files with each other. As such, it provides a great deal of flexibility in terms of how the file is shared and what type of content is allowed to be shared.
This article will discuss the pros and cons of using file-sharing collaboration software, including some tips on how to choose the most appropriate service for your needs.
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File-Sharing Collaboration Software
File-sharing apps – are they really effective? Why do I even need one when I can simply use an email to share whatever I want to? If you have found yourself asking these questions, this article is for you.
We all know that an organization is a network of people in which everyone shares and collaborates on the information to get things done. However, the sharing and collaborating part of the process is awfully time-consuming and often risky, especially when you use an inappropriate medium.
According to a survey, 54% of employees use a personal email to transfer business documents and data. Are they putting the company’s sensitive data at risk? Of course. Not just that… but they’re also unnecessarily indulging themselves (and the ones working with them) into a messy email trail, thereby wasting the organization’s most valuable asset—time.
Now, there is only one solution to this problem. The most logical solution to our everyday file sharing and collaboration issues is to use cloud solutions like ProofHub, Box and Dropbox. So, on that note, let’s explore the concept of file-sharing apps and answer some important questions. Starting from the most basic one.
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What is a file-sharing app?
What is a file-sharing app
A file-sharing app is the kind of application program that enables and equips effective collaboration and file sharing within the organization. With file-sharing applications, you get to save, share, manage, and collaborate on business-critical files and documents in one place.
What are the advantages of file sharing?
Here are some key advantages that you, your team, and your organization can expect when you choose to organize, share and collaborate on data using a dedicated file-sharing app.
Convenience
Using a file-sharing app makes accessing the desired piece of information easy, convenient, and instantaneous while working on a given task/project. It reduces the amount of effort, time, and energy you usually invest in the above-mentioned process and lets you focus more on the performance and productivity part of the project management process.
Reduced Costs
In addition to the organization’s operational expense, an organization is required to invest in its own infrastructure for storing, organizing, sharing, and maintaining the files. However, using the right file management system or file sharing tool, an organization can save the amount of money that would have otherwise been spent to put up the mentioned infrastructure.
Saves on Time
Having a dedicated space for organizing, sharing, and collaborating on files not only saves an organization a huge amount of money. But more importantly, it allows the professionals and teams within the organization to save a lot of time that would have been spent on searching and retrieving required files/data manually.
Improved Data Integrity
Keeping business data safe is a real challenge. But with the right file management and sharing solution, access and sharing files while ensuring the necessary security precautions and integrity of the data is easy to obtain.
What is the best file-sharing app?
Mentioned-below are some popular file-sharing apps and file management software systems that you can choose from. Let’s take a look:
- ProofHub
ProofHub as File sharing app
Overview: ProofHub is a single platform that brings together everything you need within one software suite, including a centralized file management system. With ProofHub, teams can share files and collaborate directly on them using one tool. In addition to that, ProofHub allows you to integrate seamlessly with popular third-party file management apps like Google Drive, Box, and Dropbox. If you’re looking for an all-round solution (something much more than an ordinary file storage and file-sharing app), go with ProofHub. You will love it.
Feature list: Project management, Centralized file management, Notebooks, Notes, File versioning, File proofing, Online markup tools, In-line comments, Chats, Discussions, Announcements, @Mention, To-do lists, Task management, Reports, Workflows and boards, Events and milestones tracking, Gantt charts, Custom roles, Time tracking, Notes, Chat, Security options, Customization, Multiple languages, Advanced search, Custom domain SSL, API, and Mobile and tablet compatibility.
Pricing:
For information on our pricing plans, kindly visit our pricing page.
Replace all DropBox, Slack and Google Drive with one tool. Use one tool for everything – ProofHub!
- Synology Drive
Synology Drive as file sharing apps
Overview: Synology Drive is a tool designed to sync files between your computers and Synology NAS via the internet. With Synology Drive, your important files and information are always available whenever needed. This is an ideal file sharing solution for remote offices, SMBs, and enterprises with multiple branches. Synology Drive also offers automatic syncing capabilities that let you streamline files throughout the different offices.
Feature list: Seamless Sync, Sync-on Demand, Intelliversioning, Scheduled/Active Backup, Mobile App, Online Access, Sharing, Universal Search, Real-time Collaboration, Collaboration Chat, and Cross-office File Sharing.
Pricing:
Contact vendor
- Dropbox
File sharing app dropbox
Overview: Dropbox is a cloud-based tool designed to help professionals cut out distractions and focus on being productive at their jobs. The platform is a leading file sharing and file storage system. Dropbox allows individuals and teams to access files on secure servers from their choice of devices.
Feature list: File storage, File sharing, Offline access, Online back-up, File recovery, Preview, Simple link-sharing via email, Chat, Automatic organization, Automatic backup, Efficient syncing, 256-bit AES encryption, and Any device access.
Pricing:
Plus – $11.12 /month
Professional – $27.81 /month
Read more: 17 Best Alternatives To Dropbox You Need To About In 2022!
- PandaDoc
PandaDoc as file sharing app
Overview: PandaDoc is a document automation solution for creating, transferring, and sharing files online. A fully web-based tool allows businesses to create, modify, and sign documents as well as agreements of any scale. Pandadoc provides customizable forms, secure payment, and sharing options in order to make sure your company’s records are always protected. Advanced features and analytics help you boost your sales and productivity by providing actual analysis on the performance of your campaigns.
Feature list: Configure, Price, Quote (CPQ), Contract Lifecycle Management, Payments, Approvals, Document Analytics, Content & Image Libraries, Document Access Code, Audit Trail, Template Embedding, Document Sender Selection, Multiple Workspaces, Electronic Signatures, Document Builder & Forwarding.
Pricing
Free eSign – $0/ month per user
Essentials – $19/ month per user
Business – $49/ month per user
Enterprise – Contact vendor
Want an app that does much more than just file sharing? Make team collaboration easier with ProofHub!
- Box
Box as file sharing software
Overview: Box is a cloud-based file sharing service that allows you to easily manage and share files across your business, on any device. With Box, users can work on documents, collaborate with others anytime, anywhere.
Feature list: File management, Access Stats, Auto-Expiration, Box Content API, File Sync, File Locking, Full-Text Search, Granular Permissions, Mobile Access, File Preview, Secure File Sharing, SSL Encryption, and File Version History.
Pricing:
Individual – Free
Personal Pro – $11.50/month
Business Starter – $5.80 per user/month
Business – $17.30/user/month
Enterprise – By quote
Platform Developer – Free
Platform Starter – $500/month
Platform Pro – $4,250/month
Custom – By quote
- FileCloud
FileCloud as file sharing app
Overview: FileCloud is a web-based software solution for robust and secure file sharing within organizations of all sizes and industries. FileCloud allows you to save and share files on a self-hosted server or web-based platform. Both automatically sync files from computers to the version of the FileCloud server that you have. It backs up all your data safely so that you can collaborate with others by giving them access to space specifically created for this purpose.
Feature list: Document Management, Self-Hosted File-Sharing, Enterprise File-Sharing, Storage Limits per User, Desktop Sync, Selective Sync, Admin Controls, Customization, Branding, Data Loss Prevention, and In-browse Media Players.
Pricing:
Standard — $4.20/user per month
Enterprise (Self-Hosted) — By quote
Standard — $10/user per month
Enterprise — $15/user per month
- OneDrive for Business
OneDrive for Business for file sharing
Overview: OneDrive for Business is one of the best performing and most popular file-sharing apps available on the market today. OneDrive for Business offers businesses and teams with a secure cloud-based hub where they can store, share, and sync their files, documents, business materials, and other work-related information. OneDrive for Business provides the needed mobility and flexibility that enables you to work and collaborate, even when you’re away from the office.
Feature list: Cloud storage, Cross-platform syncing, Mobile application, Data loss protection, Business collaboration, and Windows and Mac compatibility.
Pricing:
OneDrive Basic — 5 GB Free
OneDrive 50 GB — $1.99/month
Office 365 Personal with Premium OneDrive Features — $6.99/month
Office 365 Home with Premium OneDrive Features — $9.99/month
OneDrive for Business Plan 1 — $60/user per year
OneDrive for Business Plan 2 — $120/user per year
Office 365 Business Premium — $150.00/user per year
- Egnyte
Egnyte as file sharing app
Image credit: Egnyte
Overview: Egnyte is a platform for secure, fast, and reliable file sharing. The platform meets the needs of businesses and teams around the world. The platform is flexibly priced and comes packed with a variety of features to take collaboration and file management to a different level
Feature list: User Dashboards, Cross-Site Synchronization, Security Backups, Hybrid File Server, Cloud Tiering, Cloud Archiving, File Syncing, File Sharing, Auto Synchronization, Global Namespace, Custom Branding, Mobile Access, FTP Access, and Unlimited Integrations.
Pricing:
Office – $8/employee/month
Business – $15/employee/month
Enterprise – By quote
- ShareFile
ShareFile as file sharing tool
Overview: ShareFile is an all-in-one streamlined and secure file transfer software suite. The software is designed to cover the needs of businesses from all scales and industries. It is designed to suit the needs of both individual and professional. ShareFile offers an array of advanced sharing features combined with a simple and user-friendly interface.
Feature list: File Storage, Granular Folder Permissions, SSAE 16 Accredited Servers, Custom Visibility, Audit Trails, Searchable Database, User Management, Dynamic Watermarking, Versioning, Activity Logs, Templates, Multi-Factor Authentication, SSL/TLS 256-bit Encryption, Automated File Syncing, E-Signature Software Integration, Custom Branding, Custom Reporting, and Multi-Device Access.
Pricing:
Personal – $16/month
Team – $60/month
Business – $100/month
Virtual Data Room – $295/month
- Hightail
File sharing & creative collaboration with Hightail
Overview: Hightail is a file management tool that eliminates all worries about sharing large files. It serves as a professional way to send large files and access those files wherever via Hightail mobile app (even when you’re offline). Hightail also allows you to edit your file on the go and quickly update it when you’re back at your desk.
Feature list: Unlimited storage, Unlimited e-signatures, Secure delivery, Data encryption, Custom branding, Microsoft SharePoint integration, Faster uploads and downloads, Security Controls, Reporting dashboards, Role-based access controls, and Content lifecycle management.
Pricing:
Lite Plan – Free
Pro Plan – $12/month
Teams Plan – Custom pricing
- Livedrive
Livedrive
Overview: Livedrive is a cloud storage service, which you can use to back up, share, and collaborate on files. Just like other leading file sharing apps, you can access Livedrive from computer, mobile device, or tablet. It offers dedicated storage solutions to automatically backup all your important files and folders from your office computers. You can save all your valuable documents in LiveDrive’s Briefcase folder and edit them from any device.
Feature list: Upload large files, Bank-level security, Mobile photo & video backup, Supports FTP, Mobile & desktop apps, File version control, Restore deleted files, File access control.
Pricing:
Business Express (2TB) – £30 (~ $38.80) /month (3 users)
Business Standard (10 TB) – £100 (~$129.00) /month (10 users)
- MediaFire
Media File as file sharing app
Overview: MediaFire is another robust file sharing app that allows you to centralize all your files and documents. Its powerful set of features make file management both easy and effective for you. MediaFire lets you store, access, share, and collaborate on files with your colleagues. To ensure the safety of shared files containing confidential information, you can use one-time links that restrict recipients to share your file link with anyone else.
Feature list: Unlimited bandwidth and downloads, Folder sharing, Multiple file uploads at the same time, Direct file uploads from websites, File download links, File recovery, Automatic sync, Password protected files, customizable branding, detailed security log.
Pricing:
Basic – 10 GB (Free)
Pro – 1 TB for $3.75 per user /month
Business – 100TB for $40 /month (100 users)
- Google Drive
Best file sharing software – Google Drive
Overview: Google Drive is a well-known cloud storage service designed to enable teams to store files, videos, music, photos, and more in one location. Google Drive automatically syncs data with all the devices linked to one account so that you can immediately retrieve and access the data you need.
Feature list: File Storage Space, File Sharing, File security, Gmail Attachments, File Search, Google Photos, Chromebook Compatibility, Integrations, Offline work, and Document scanning.
Pricing:
15 GB cloud storage – Free
100 GB cloud storage – $89/month
1 TB cloud storage – $479/month
10 TB cloud storage – $4,799/month
best file sharing collaboration
The ability to work remotely has become a crucial aspect of many businesses, and the need for those out in the field to access information on demand has grown exponentially. What’s more, after a year or more of managing remote workforces, it’s estimated that 74% of companies plan to permanently shift some of their employees to remote work only.
The mobile workforce is clearly here to stay, and the impact on many enterprises is turning out to be a positive one resulting in better communication, collaboration and flexibility. The benefits of mobility can be helped or hindered by the wrong technology, however.
What to Look for in a File Sharing Service
Cloud access to digital files, correspondence, workflows and other work-related functions needs to be easy, intuitive, reliable and, most importantly, secure. The technology also needs to be configured to work across multiple devices, from smartphones and tablets to desktop computers and laptops.
There are many online file sharing softwares and platforms available on the marketplace with varying levels of functionality and price points, and it can be difficult to determine the best document sharing platform. Most sharing sites offer free account options and drag and drop features, but most businesses will need to invest in a tiered plan.
Some also serve as a document storage hub for an entire organization while others focus merely on securely transferring files from one place to another. So, what’s the best file sharing site? Depending on your needs, here are some popular options to consider.
- Google Drive
- OneHub
- Microsoft OneDrive
- eFileCabinet
- DropBox Business
- MASV
- Box
- Wire
- WeTransfer
- FileCloud
Best File Sharing Programs of 2021
1. Google Drive
Many users are already familiar with Google Drive because they’ve used the platform’s 15 GB of free storage and file-sharing space for backing up personal files. This familiarity can help organizations that choose the platform to minimize the learning curve among employees. File syncing of data is automatic with all devices linked to the account, and changes are saved automatically.
Permissions can be set up for viewing or editing, and others outside the organization can be invited to view, download and collaborate — no email attachment required. Documents, images, spreadsheets and more can be organized easily, but even if you have trouble finding a file, the integrated search feature that Google is known for will assist.
2. OneHub
Several well-known brands rely on this file transfer software, including Starbucks, CVS Health, Aflac, AARP, and others. Features include an activity tracker to see who interacts with files, easy uploading and file organization, plus the ability to post messages, assign tasks and share and collaborate with others. For those concerned with data security, OneHub promises robust permission controls and bank-level data encryption both at rest and in transit. Their free trial and the absence of long-term contracts is appealing to many who want to get a feel for its functionality.
3. Microsoft OneDrive
One of the most popular file sharing services is one that many people may already use without knowing it. Microsoft’s OneDrive is a file management software that can host more than 270 file types, operated by Microsoft as part of its suite of online services.
If you use one of Microsoft’s services online, OneDrive offers 5GB of storage space free of charge. Admittedly, that’s a pittance for individual users, let alone a business. For organizations, OneDrive for Business is a managed cloud storage that replaces SharePoint Workspace. Your data can be stored and shared either on your own on-premise server or purchased as a cloud-based subscription from Microsoft.
4. eFileCabinet
EFileCabinet bills itself as a scalable solution built to be affordable for business. It allows for customized workflow automation and document approvals, sharing and organizing with a real-time dashboard, and it can integrate with business software including Salesforce, Intuit and Office, to name a few. Data governance ensures that your data remains secure, and the templated directories help keep files organized and easily searchable. As with other platforms, mobile functionality is a breeze and user testimonials rave about how much time, money and space they save using the service.
5. Dropbox Business
Dropbox is familiar to many because it was one of the first file sharing platforms on the scene. Because of this, it is also among the most popular. Several third-party apps integrate with Dropbox, such as Salesforce, Office 365, Jira, Trello, Gmail, Slack, and others. It’s ideal for small businesses that want an easy-to-use platform with a straightforward interface and redesigned admin console.
They have ventured into enterprise-level features, however. Its ‘groups’ feature allows users to create and manage member lists, and in-depth audit logs can help companies track how data is shared with individuals inside and outside the company. Their Advanced and Enterprise pricing tiers feature unlimited storage options, and they have a free 30-day trial to help you assess whether it’s right for your business.
6. MASV
MASV is another file-sharing platform that won’t necessarily take the place of a server, but if you have massive files to transfer, it’s got your back. A unique feature of MASV is it’s pay-as-you-go fee structure. You only pay for the data you transfer, with no contracts, no subscriptions and no usage commitments. Sending large files is also their specialty.
The platform is designed to support virtually unlimited file sizes and requires no special hardware, application installation or browser plugins. Simply visit their website, enter the recipient’s email address, select the files or folders you want to upload and that’s it. Files remain secure through in-flight encryption and at rest and can only be accessed via a unique randomized URL.
7. Box
Box provides file-sharing and other tools to help businesses collaborate. Sound familiar? What helps set them apart from other options, however, are their automated workflows and machine learning integrations to connect and simplify your business processes. Multiple departments can benefit from its advanced features which include digital asset management, contract management, HR onboarding, sales enablement and even custom app development.
The platform also boasts advanced security controls, encryption and other measures to keep your data secure and comply with GDPR, HIPAA, PCI and other regulations. Box offers four pricing levels: Starter, Business, Business Plus, and Enterprise.
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8. Wire
If you’re just looking for a collaboration and file-sharing application rather than a major data storage service, consider Wire. It has added features that some other file-sharing platforms lack, such as team chats that can involve external partners, high quality video calls, integrated voice conferencing and other ways of encouraging collaboration and making it highly interactive.
Its dashboards and design are attractive and intuitive, and end-to-end encryption helps ensure that any data and file sharing is secure. In fact, security is a major emphasis on their website and they claim to be the “most secure collaboration platform.” The free 30-day trial gives enough time to determine how useful it can be for your enterprise.
9. WeTransfer
Businesses with an emphasis on creativity often have larger file types than a typical spreadsheet or Word document. Graphic designers, web developers, videographers, voiceover talent, design engineers and others who create large files need a little extra boost. WeTransfer is known for simple file sharing capabilities, but they’ve expanded their platform into a collection of tools to help the creative process. Their Pro upgrade allows users to send up to 20 GB in one transfer.
10. FileCloud
Considered a top enterprise file sharing, sync, backup and remote access platform, FileCloud offers more than one way to access your files without a VPN. Whether a web browser, mobile app, mapped virtual drive, WebDAV or sync client, files can be shared easily and securely with a simple link. You can host your own FileCloud server or you can let them take care of the technical details and host it on their secure server. Each option is priced accordingly.
FileCloud’s collaboration tools allow comments, alerts and custom workflows, and it allows users to view and track file activity. The platform is known for its robust security, password protection, data governance and compliance initiatives, supporting HIPAA, FINRA, FIPS 140-2, and GDPR regulations.
Many of these platforms have considerable limitations, so it’s important to assess your unique business needs prior to making a decision. Many businesses determine they need to leverage the power of an Enterprise Content Management (ECM) system to keep all their data organized and, more so, to optimize operational efficiencies by automating many of the processes associated with business documentation. Its capabilities go far beyond traditional file storage and sharing programs.
The Gordon Flesch Company’s experts can weigh in on your unique situation to determine whether you should implement the more robust features of an ECM or if one of the above mentioned file share programs is more appropriate. Reach out today for a no-cost, no-obligation consultation.
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