Online File Server Features: Secure File Sharing, Sync, and Collaboration

Online file servers are internet-accessible workspaces where employees can use multiple connected devices to access their files and folders safely, regardless of location. The online file server’s features should simplify workflows, enhance collaboration and ease secure file sharing among co-workers and business associates. Let’s better understand how Egnyte’s online file server boosts productivity and efficiency.

Remote web access allows users to connect to their files, folders, and other computers on the same network via a simple web browser. This online file server feature works with popular browsers like Safari, Microsoft Edge, Firefox, Google Chrome and more. All you need is internet connectivity, and you’re good to go. Web access allows for the following benefits:

• Easy Access

  Whether you have one file or many, web access offers a quick browse feature to help you find what you need. You can bookmark your folders to access them with a single click, search for keywords within your metadata, and more.

• Easy Edits

  Open your files to edit directly from the browser using your preferred editing tools like Microsoft Office, Google Docs and more. Changes are saved automatically, and file synchronization is immediate.

• Effortless File Sharing

  Create links to your work from the browser UI and give access to an individual or group of people as needed. Secure file sharing is built-in with access controls using passwords, expiration dates, and restricting downloads. You can have an email go out to everyone on your list with the link.

• Easy Collaboration

  Another time-saving online file server feature is its ability to bring teams together to collaborate. You can use integrated task managers to assign action items to specific files, ensure secure collaboration and co-editing on documents, create activity streams for ad-hoc comments, and more. It’s easy, fast and real-time..

Your mobile device is now an extension of your office, giving you access to your workspace anywhere and at any time. Android and iOS smartphones and tablets support all online file server features. This convenience helps you collaborate while you’re on the move, enhancing productivity.

Round-the-Clock Access

We have designed our Folder Navigation for the small screen. Quick previews of folders and files in a gallery-like experience help you zone in on exactly what you need. You can access images and documents even without network connectivity, helping you stay on top of your work, regardless of internet access. Your Recent Files folder provides instantaneous access to your work just where you left off. Activity streams on every file and folder provide real-time information on recent changes.

Biometric Protection

Apps support Touch ID (iOS) and Fingerprint Authentication (Android) to add an extra layer of security.

Upload Content

Salespeople and business associates on the move can upload documents, recordings, videos and scanned images from their phones directly to the online server in real-time.

Secure File Sharing

Share folders and files as required for collaborative discussions or with read-only access. People outside your network, like customers and vendors, can also be sent links to your files via email, iMessage and more. Tag collaborators with an @mention to communicate additional information.

Integration with Popular Apps

Word, Excel, and PowerPoint - our mobile apps are integrated with much-used productivity-boosting applications to help you create, edit and synchronize on the go.

All our online file server features are seamlessly accessible from your work desktop or laptop. It provides convenient access to your file system without filling up any space on your hard drive.

Familiar Setup

Your desktop/laptop will look as it did earlier with mounted drives on Windows Explorer or volumes on the macOS Finder. Creating, searching, opening, editing and saving content works the same, except the data is now safely posted onto your online hard drive.

File Synchronization and Sharing

Share your files or folders using a right-click, just like you did before with our online file server features. Collaborate with varied teams across remote locations and multiple devices without worrying about content being lost or corrupted. Your desktop app has DocuSign, Microsoft Office, Google Docs and all other integrations to ease collaboration.

Offline Access

Egnyte’s offline access ensures you can continue working even if you lose internet connectivity or cannot access a secure connection. Use the sync for offline access option and save your work. Content is marked and automatically synchronized to your online folders once you are back online.

Intelligent Look-Up

The Desktop app can figure out the closest route to your content based on location. As part of the online file server features, the app automatically figures out the best server to help you access your files once you look up what you need. Organizations use this feature to save on bandwidth costs.

While the online file server features can help organizations adapt to an ever-evolving business landscape, some workplaces may require a hybrid approach for various reasons. The hybrid cloud offers a useful solution here. It can access information regardless of whether it is online or on-premise, maintaining cost efficiency while increasing agility, migrating while adhering to the strictest regulatory requirements, and more.

Cloud on Demand

Employees who work at highly secure facilities or remote locations with poor connectivity may find it hard to access their work online all the time. A hybrid solution allows you to access your work using local storage, either on-premise or a personal desktop/device. Automatic file synchronization takes care of synching as soon as you are back online.

Utilizing Public Clouds

It is possible that some of your customers use AWS, Azure or Google Cloud and would like to archive, or access content from there. Our online file server features allow you to set up workflows to synchronize your content with public clouds for greater flexibility and ease.

Modernize Without Discarding

Modernize legacy file systems by integrating on-premise file servers with the cloud. Doing so will give you the advantage of access to the online file server features while reducing IT spends and maintenance efforts through centralized administration.

Comply with Data Sovereignty Requirements

Meet US/EU standards by keeping your data on geographically located data centers or a third-party cloud repository. Customize retention settings with centralized trash management and comply with industry regulations like FINRA, HIPAA, GDPR, etc.

An important aspect of the online file server features is the built-in controls that allow administrators greater freedom in adding and managing user permissions and the ability to monitor and control user activity.

User Authentication

Data security begins with user authentication. Access permissions are verified at every entry point to the system, ensuring nobody can get into the system without the appropriate credentials. Integration is available with VMware Horizon, OneLogin, Citrix CloudGateway and others for SSO authentication. LDAP and Active Directory integration is available for systems using directory services. Our online file server features prioritize safety and security.

User Rights and Access Levels

The online server provides admins with the centralized ability to add and delete users, activate or deactivate accounts and modify passwords. Additionally, administrators can assign and revoke permissions (read/write/delete) at a folder, sub-folder, and file level, depending on business criticality.

Audit Reporting

Every action at a folder and file level throughout the system gets logged for auditing and tracking purposes. Administrators have access to several reporting tools like File Server Size Report, User Permission Report, Login Audit Report and others to monitor effectively.

While the online file server features of scalability and cost-effectiveness are easy to grasp, many organizations are unsure about one facet – How safe is my data as it moves back and forth? Egnyte prioritizes security with the following protocol.

TLS Encryption at All Data Touch Points

All communications, including those from desktops, mobiles and browsers, are secured using 256-bit AES encryption over TLS. Integration is also done with client-side encryption services for end-to-end data security.

Secure Hosting

All data is hosted at SAS 70 Type II compliant collocation facilities that feature 24/7 manned security, biometric access control, video surveillance and physical locks.

Data Redundancy

We use redundant independent RAID storage to take care of data replication.

This enterprise-class security infrastructure ensures that business-critical data remains housed under stringent rules, allowing customers to easily comply with EU-US Privacy Shield, HIPAA, FINRA and other regulatory requirements.

One of the trickiest responsibilities of an enterprise’s IT team revolves around backup and recovery setup. It involves significant time, money and periodic weekend drills to ensure backup systems are up and running. An online file server takes care of this responsibility, freeing up your IT team’s bandwidth for business-specific activities.

Automatic File Synchronization

A hybrid cloud setup allows automatic synchronization between local storage (Laptops, desktops, mobile devices, on-premise servers, etc.) and the online file server. Files are updated in real-time and backed up in redundant storage for recovery.

Instant Access to Backed Up Files

Administrators don’t need to get involved every time the team needs data after a server crashes or someone accidentally needs something. Document histories are maintained in real time due to file versioning. Team members can take the responsibility of moving to older versions themselves.

For users to have a seamless experience, they have to be able to access all the online file server features through the tools they are trained on and have been habitually working with. To this end, online file servers have local integrations with popular tools in the marketplace:

• Microsoft Office and Google Docs

  Users can access, edit and save documents directly to their online locations. Recent documents accessed appear with a direct link to saved work, eliminating the need for search and look-up.

• Salesforce Integration

  Users working with Salesforce can switch to the online repository easily. All leads, opportunities, and contacts generated will be saved directly online.

• Outlook

  While sending emails, users can directly embed attachments or file links to the online location and set permissions for the reader based on their needs.

• Slack, Microsoft Teams, etc.

  Teams collaborating over communication platforms can continue to do so by sharing links or attachments directly from their online repositories.

• DocuSign

  Secure file sharing allows documents to be directly edited with DocuSign to collect the signatures of responsible authorities and subsequently saved online.

1. Can I work on my file without using my local hard drive?

   A: Yes. You can use the web, mobile, or desktop apps to access your content directly from your online server. Once you edit your work, your files get saved online. It is only during your edit that the files get saved locally temporarily.

2. I work with large files in an area with very poor WiFi. Can I edit my file locally and update it online later?

   A: Yes. With a hybrid cloud setup, you can conveniently edit your files offline. Once you are in an area with good connectivity, your files will automatically sync with the online server.

3. What if someone accidentally deletes my file?

   A: Instantaneous recovery is possible because your online server maintains all previous versions of your file. Recovery requires a simple mouse click on the required folder and looking up the directory tree.

4. I want to send a file to my customer, but he should not be able to edit it. Is that possible?

   A: Yes! You can download a link to the online version of your file and set permissions so that the person accessing the link has read permissions only. You can also directly send a document to DocuSign so that the customer can read it and provide any signatures as required without editing the file.

5. How do I know if anyone else has made changes to my file?

   A: A detailed audit trail of every activity happening on a file is maintained on your online server. You can look at the history of your file and see who has made changes and what has changed.