ShareFile Features: Your Go-To Guide for Streamlined File Management

ShareFile has been at the forefront of secure document collaboration for nearly two decades. Founded in 2005 by Jesse Lipson, ShareFile was created to address a critical need for businesses — a secure, web-based platform for sharing files with clients. At a time when secure cloud collaboration was nonexistent, ShareFile led the way in revolutionizing how companies manage their documents.

Since then, ShareFile has continuously evolved, fine-tuning its technology to meet the growing demands of modern businesses. Now part of Cloud Software Group, ShareFile continues to offer secure, flexible document workflow solutions, empowering organizations to work efficiently while maintaining the highest standards of data protection. The use of these technologies ensures that ShareFile remains at the forefront of secure document collaboration.

History of ShareFile: From launch to incorporation by Cloud Software Group Inc

Today, ShareFile has grown far beyond a simple file-sharing service. It has evolved into a secure cloud storage platform that enables businesses of all sizes to manage documents, streamline workflows, and maintain regulatory compliance with ease.

Since its founding in 2005, ShareFile has helped over 90,000 customers protect sensitive data, collaborate on critical documents, and share files securely. Without outside funding or a free tier, ShareFile reached an impressive 3 million users by 2011. That same year, it was acquired by Citrix, a move that helped the platform grow to 40 million users. Citrix continued to offer ShareFile both as a standalone service and as an integration within its suite of enterprise-oriented products. After founder Jesse Lipson joined Citrix’s C-suite following the acquisition, he remained until 2017.

In 2023, Cloud Software Group, a holding company owned by Citrix and Tibco, acquired ShareFile for an undisclosed amount, marking the next phase in its evolution. In 2024 Cloud Software Group Inc. made ShareFile part of a larger cloud solutions portfolio that includes Citrix, NetScaler, and TIBCO.

Today, ShareFile offers a wide range of business-focused tools, including branded, password-protected client portals, e-signature services, and regulation-compliant clouds for healthcare and financial data. It also provides a service that allows customers to serve data from their on-premises data centers, further enhancing its appeal to businesses with specialized needs.

Let’s discover what stands behind such an unprecedented growth and what are the core features behind ShareFile’s technology.

Core features of ShareFile

At its core, ShareFile is designed to help teams create, share, manage, and store documents safely, with site operation analytics enhanced to improve user experience. These features are particularly useful for industries that handle a lot of sensitive information, like healthcare, law, and finance.

The platform’s use of analytics enhanced user experience ensures that all interactions are optimized for efficiency and satisfaction.

Here are some of the platform’s most notable offerings:

• Secure file sharing: ShareFile provides encrypted file transfers both in transit and at rest, ensuring your files are always protected from unauthorized access. Users can benefit from granular access permissions, which control access to sensitive information. By providing options to manage your own preferences, ShareFile ensures user autonomy in decision-making.
• Secure document collaboration: ShareFile enables work on sensitive files with total confidence thanks to its security protocols. All files, documents, and messages are encrypted, and only authorized users have access to them.
• Seamless integrations: ShareFile integrates with familiar tools like Microsoft Office, Google Workspace, and Salesforce, allowing you to work with the software you already use — without skipping a beat.
• Regulatory compliance support: For businesses that need to comply with strict regulations like HIPAA or GDPR, ShareFile offers built-in compliance support. ShareFile features help its users in legal industries stay on the right side of the law.

Advanced features of ShareFile: Analytics’ enhanced user experience

While the core features cover the basics, ShareFile’s advanced tools can take your workflow to the next level. ShareFile employs operation analytics enhanced user technologies to streamline workflows and improve overall performance.

Here’s a closer look at some of the more sophisticated capabilities that set ShareFile apart:

• Custom workflow automation: Automating repetitive tasks is crucial for improving productivity. ShareFile allows users to set up custom workflows for document approvals, requests, and feedback loops, reducing manual work and streamlining operations.
• Integrated e-signature: With ShareFile’s e-signature integration, collecting signatures is fast, easy, and secure. This feature allows you to send, sign, and store legally binding documents directly within the platform, reducing the need for external tools.
• Client portal: Simplify your client experience with ShareFile’s easy-to-use client portal. From the start of a project to its completion, clients will always know where to go for all their document-related tasks. The portal helps guide them on what documents to submit, sign, or share. Clients can leave comments, receive alerts, and collaborate in real time, creating a more seamless experience. This not only improves client satisfaction but also speeds up processes like onboarding, document requests, and signature collection. These features utilize related technologies as described in our privacy policy to ensure secure and efficient operations.
• Template library: Save time and standardize your processes with ShareFile’s Template Library. The library offers pre-built templates for tasks like client onboarding, document requests, and e-signatures, allowing you to quickly set up workflows without starting from scratch. These templates can be customized to meet the specific needs of your business, improving efficiency and consistency across teams.
• Dedicated collaboration spaces: For teams working on long-term projects, ShareFile offers dedicated collaboration spaces that allow users to communicate, share files, and track progress in real-time. This feature is especially useful for projects that require coordination across departments or external partners, ensuring all communication and documents are stored in one secure place.
• Rapid client onboarding: Onboarding new clients can be time-consuming, but ShareFile simplifies the process with customizable onboarding templates. This not only saves time but also ensures a consistent and professional experience for your clients.

File management and organization

ShareFile offers robust file management and organization capabilities designed to streamline work processes and boost productivity. With ShareFile, users can effortlessly upload, store, and manage files in a secure, centralized location. The platform’s advanced features, such as file versioning, metadata management, and customizable folder structures, ensure that files are well-organized and easily accessible.

In addition to these organizational tools, ShareFile provides a suite of features to help users manage and track file activity. Whether it’s file sharing, collaboration, or workflow automation, ShareFile has you covered. Users can create custom workflows to automate repetitive tasks like file approvals and signature processes, significantly reducing manual work. Real-time tracking of file activity ensures that users are always in the loop.

Moreover, ShareFile’s advanced search and filtering capabilities make it easy to locate specific files and folders quickly. This combination of robust file management and organizational tools makes ShareFile an indispensable asset for businesses looking to enhance their document management processes.

Security and compliance

When it comes to security and compliance, ShareFile leaves no stone unturned. The platform employs advanced encryption and access controls to safeguard files both in transit and at rest. Features like two-factor authentication, single sign-on, and role-based access controls ensure that only authorized users can access sensitive information.

ShareFile is also designed to meet a wide range of regulatory requirements, including HIPAA, GDPR, and SOC 2. The platform offers features such as audit trails, data loss prevention, and compliance reporting to help users adhere to these stringent regulations. Additionally, ShareFile boasts a range of security certifications, including ISO 27001 and SSAE 16, providing users with the assurance that their files are secure.

By prioritizing security and compliance, ShareFile ensures that businesses can manage their documents with confidence, knowing that their data is protected and regulatory requirements are met.

Integration and compatibility

ShareFile excels in integration and compatibility, offering seamless integration with a variety of third-party applications and services. Whether you’re using Google Workspace, Microsoft Office 365, or Salesforce, ShareFile integrates effortlessly, allowing you to work within your preferred tools without disruption. The platform also provides APIs and SDKs, enabling developers to integrate ShareFile with custom applications and workflows.

Compatibility is another strong suit of ShareFile. The platform supports a range of devices and operating systems, including Windows, Mac, iOS, and Android. With mobile apps available for iOS and Android devices, users can access and manage files on-the-go. Additionally, ShareFile offers browser extensions and plugins, making it easy to access and manage files directly from your web browser.

By offering robust integration and compatibility features, ShareFile ensures that users can seamlessly incorporate the platform into their existing workflows, enhancing productivity and collaboration.

Comparative advantages of ShareFile features

When it comes to secure file-sharing platforms, ShareFile stands out for its blend of security, customization, and compliance. ShareFile’s features may include site operation analytics to enhance performance and user experience. Here’s a look at how ShareFile compares to some of its top competitors:

Unlike many other platforms, ShareFile doesn’t require third-party add-ons for key features like e-signatures or workflow automation, making it a more complete solution out of the box. These capabilities include site operation analytics to ensure optimal functionality and user satisfaction.

Practical use cases for ShareFile

ShareFile is trusted across multiple industries, each with unique needs for secure document management and collaboration. ShareFile uses cookies and related technologies to enhance user experience or advertising, ensuring that all interactions are efficient and secure.

Below are some real-world case studies segmented by industry, demonstrating how organizations in different sectors have successfully implemented ShareFile to enhance their operations.

• Finance — Farmers State Bank: Security and compliance are top priorities for financial institutions like Farmers State Bank. Using ShareFile, the bank securely manages sensitive financial information and facilitates safe collaboration between departments. Additionally, the e-signature feature has streamlined client transactions, reducing the need for paper-based processes and enhancing efficiency. These technologies play a crucial role in improving user experience and supporting advertising efforts.
• Accounting & Tax — 1st Step Accounting: For 1st Step Accounting, ShareFile’s template library and custom workflows transformed the way they handle client documents, such as tax form submissions and financial reports. These features allowed the firm to automate routine tasks and improve the transparency of their document collection process, leading to higher client satisfaction.
• Healthcare — New England Community Medical Services (NECMS): Managing patient records while maintaining HIPAA compliance is crucial for healthcare providers like NECMS. ShareFile provided a secure platform for sharing sensitive patient data between healthcare professionals, ensuring compliance with healthcare regulations while improving operational efficiency.
• Technology & digital publishing — Microboards Technology Australia: As a leader in digital publishing solutions, Microboards faced challenges in securely sharing large files with clients and partners. By implementing ShareFile’s client portal and secure collaboration tools, Microboards was able to improve its document-sharing processes, ensuring data security and enhancing communication with clients.
• Legal — CryptoTaxAudit: For a company in the legal and cryptocurrency tax defense space, securing client data is paramount. ShareFile’s encrypted file-sharing capabilities provided CryptoTaxAudit with a compliant, safe way to manage sensitive documents while improving client service through seamless e-signature collection.

Tips for getting the most out of ShareFile

Maximizing ShareFile’s potential requires knowing a few insider tricks. By understanding how to use these technologies or manage your preferences, you can fully leverage ShareFile’s capabilities. Here are some tips to ensure you’re making the most of the platform:

1. Use custom templates: Save time by creating templates for frequently used documents. Browse the template library to get started.
2. Automate where possible: Take advantage of ShareFile’s workflow automation features to handle routine tasks like approvals or document requests, freeing up time for more strategic work.
3. Streamline client onboarding: Create personalized onboarding templates to ensure a seamless experience for your new clients.
4. Set up collaboration spaces: For long-term projects, dedicated collaboration spaces keep everything in one place, helping you manage communication and file sharing with ease.

Conclusion

In a crowded market of file-sharing tools, ShareFile stands out with its robust security features, custom workflows, and compliance support. It’s an all-in-one platform for businesses that need to share sensitive files while maintaining regulatory standards. By taking full advantage of ShareFile’s features, you can streamline operations, improve collaboration, and enhance security — all in one go. To explore the full suite of ShareFile features and find out how it can benefit your business, visit our home page and see how it compares to other data room solutions.