ShareFile virtual data room overview
Citrix overview
ShareFile (formerly known as Citrix ShareFile data room) specializes in virtual data room (VDR) solutions tailored for industries like accounting, legal, and finance. It’s designed to streamline secure file sharing, collaboration, and compliance for enterprises.
Its tools include e-signature, workflow automation, and granular access controls, making it suitable for mergers and acquisitions (M&A), private equity, due diligence, and client-sensitive document management.
ShareFile uses a user-based pricing model, starting at $17.60 per user per month (Advanced plan) and scaling up to $75 per user per month (Virtual Data Room plan). The platform offers tiered features, including encrypted email, HIPAA/FINRA compliance, AI-driven security, and pre-configured accounting workflows.
ShareFile earns high marks on review platforms for SaaS and cloud apps like G2 (4.2/5) and Capterra (4.5/5) for its features and enterprise-grade security. Verified reviews praise its accounting integrations (QuickBooks, Salesforce) and customizable client portals.
Recent developments
In October 2024, Progress acquired ShareFile from Cloud Software Group (formerly Citrix) for $875 million, integrating it into its AI-driven software portfolio. This marks a shift away from ShareFile’s Citrix virtual data room legacy, as it now operates under Progress.
The company focuses on AI-powered document collaboration and security. Some existing integrations with Citrix workspace, such as Endpoint Management, may be phased out as ShareFile aligns with Progress’ Digital Experience tools.
The acquisition brings 86,000+ customers and $240M+ in annual revenue to Progress, strengthening its presence in industries like finance and healthcare. Users should stay informed about potential changes to Citrix-linked features and follow Progress’ roadmap for future integrations.
ShareFile offers tiered, user-based pricing with unlimited client users and discounts for annual billing that saves 10%–15% versus monthly payments:
- Advanced – $17.60/month ($16/month annually) per user, 3+ active users. Includes threat detection, encrypted email, and Outlook/Google integrations.
- Premium – $27.50/month ($25/month annually) per user, 3+ users. Adds e-signatures, HIPAA/SEC compliance, and AI security tools.
Industry Advantage – $45.83/month ($41.67/month annually) per user, 3+ users. Designed for accounting, featuring tax templates and pre-configured accounting workflows. - Virtual Data Room – $75/month ($67.50/month annually) per user, 5+ users. Offers enterprise-grade security for M&A, due diligence, and sensitive data.
Virtual data room plan
Designed for high-stakes transactions, ShareFile’s Virtual Data Room (VDR) plan offers a complete due diligence solution and surpasses lower tiers with advanced compliance and granular analytics. However, this plan lacks specific collaboration features available in low-tier plans, including feedback approval tools, task workflows, and client onboarding. Key features of the VDR plan include:
- 7-day free trial.
- All premium-tier e-signature features, such as knowledge-based authentication (KBA), with bulk-send capabilities and up to 100,000 signatures per month per user license.
- Cloud access security brokers (CASB) integration for data loss prevention (DLP).
- Click trails and advanced analytics for real-time document tracking.
- Folder Q&A with an exportable audit trail for transaction archiving.
- SEC/FINRA compliance and HIPAA eligibility for regulated industries.
- 1 GB storage per license (expandable for additional cost).
- AI-driven secure share recommendations for data leak prevention.
- Dynamic watermarking and view-only access controls.
- Salesforce/QuickBooks integrations and developer application programming interfaces (API) access.
- Single sign-on (SSO) integration for seamless identity management for existing and additional users.
Advantages
- Customers appreciate Citrix’s friendly customer support
- Users benefit from the Dropbox and Google integration
- The Outlook integration allows for using third-party FTP
- Customers receive discounts when billed annually
Things To Consider
- Some severe cybersecurity vulnerabilities were recorded (2019 and 2023)
- Users experience connection errors and bandwidth issues
- Data is desynced across applications, leading to version control issues
- Some users experience several downtime instances a month
citrix software solutions
Citrix’s software solutions encompass the following:
- Citrix ShareFile: This is a virtual data room solution that enables secure file sharing for sensitive data and makes it easier for all parties to communicate.
- Citrix DaaS. This solution provides a high-performance digital workspace experience with top-notch security and efficiency, sparing the need for hard drive storage to run Windows on premise or Chromebook on premise
- Citrix Secure Private Access. It delivers ZTNA (Zero Trust Network Access) to IT-sanctioned apps to maximize security
- Citrix App Delivery and Security. This service automatically optimizes configurations so that all apps perform efficiently and securely.
- Citrix Web App and API Protection. This tool provides protection for your apps and APIs no matter where they’re deployed.
- Citrix Analytics for Performance. The solution provides real-time, advanced analytics that let you tackle issues in a single dashboard.
- Wrike. It manages unstructured workflows, apps, and data to enhance digital collaboration.
best for
Citrix virtual data room software program is used by enterprise and mid size businesses in a wide range of industries, including accounting, finance, healthcare, legal, insurance, manufacturing, real estate, and more.
Its use cases comprise the following areas:
- M&A (Mergers and Acquisitions) deals
- Securing IPOs (Intellectual Property Offices)
- Emailing tax returns
- Content collaboration
- Workflow management with partners
- Complete due diligence solution for the most confidential deals with potential buyers
compliance certificates
Citrix ShareFile’s data centers are compliant with SSAE 16 Type II audits standards. The software also sticks to the regulation guidelines of FINRA, HIPAA, HITECH, CFPB, and state bar.
advantages
- Security features. Secure confidential data sharing and email encryption with advanced security protocols and bank level encryption, along with two factor authentication and single sign-on that provide an extra security layer
- Fair pricing. Citrix data room provides transparent pricing and lets you add additional users at no additional cost
- Collaboration and communications. Complete control over document view permissions for all employees and active users (view only access, edit access, etc.) Q&A section, notifications and instant email alerts
- Document management. E-signatures, approvals, and dynamic watermarking make the document management process more convenient
- Integrations. Citrix data room supports Microsoft Office 365 and many others
- Training. Online webinars and documentation videos make it easier to get up and running with the software
- Ease of use. The software’s intuitive user friendly interface is free of complexity, requiring very little training
customers
Over 65,000 corporates from all over the world utilize Citrix ShareFile VDR in industries such as legal, healthcare, biotech, private equity, mining, and investment banking. Some of the companies that use Citrix ShareFile include:
- Healthcare: NorthGauge Healthcare Advisors, Lewisham and Greenwich NHS Trust, Florida Cancer Specialists
- Insurance: Cavignac & Associates, Beazley, Pekin Insurance
- Biotech: Deltex Medical, Cliantha Research
- Construction: J.R. Miller & Associates, Inc., McLaren Construction
- Legal: Smith Moore Leatherwood, Uría Menéndez
- Accounting: Hughes Pittman & Gupton, LLP, Kreston Reeves
- Investment Management: Cherokee Investment Partners, Colliers International
industries
The ShareFile business software serves industries like accounting, construction, finance, healthcare, insurance, legal, manufacturing, and real estate, offering tailored document collaboration with sector-specific compliance (HIPAA, SEC, FINRA) and TLS/256-bit AES encryption. Key use cases include:
- Automated workflows with IRS-compliant e-signatures for audit-ready financial processes.
- Secure, project-specific portals with granular access controls for distributed teams.
- Virtual data rooms (VDRs) for encrypted, high-stakes transactional reporting.
- HIPAA-compliant encrypted portals for sensitive data exchange and system integrations.
- Pre-built templates for rapid onboarding and encrypted policyholder documentation.
- Evidence collection workflows and matter-specific security protocols.
- Automated approvals and compliance audit trails for supplier collaboration.
- Branded portals with secure e-signatures for streamlined transactional closings.
case studies
Naegeli Deposition & Trial
Naegeli Deposition & Trial, a premier litigation support firm, leveraged ShareFile to protect sensitive information, ensuring HIPAA compliance and client trust. ShareFile’s virtual data rooms streamlined high-profile case management, enabling efficient handling of large files like trial evidence.
The platform’s user-friendly interface and reliability freed Naegeli to prioritize client service, driving revenue growth and retention. ShareFile’s robust security attracted major clients requiring stringent data protection, cementing Naegeli’s industry leadership.
The CEO highlighted ShareFile as pivotal to operational efficiency, supporting rapid expansion and enhanced client satisfaction by simplifying secure collaboration and freeing resources for strategic growth.
“We decided, if we are the best in the business, we better work with the best, most secure company available,” said Marsha J. Naegeli, CEO and Founder of Naegeli Deposition & Trial.
Edgewater Group LLC
Edgewater Group LLC, a multifamily property manager, transformed its operations with ShareFile, replacing manual processes that risked document security and efficiency. Director George Schmidt automated notifications and centralized thousands of sensitive files in a data room index, enabling real-time access and granular user permissions.
ShareFile’s secure link sharing and Outlook plugin eliminated email vulnerabilities, preventing intercepted wire fraud. The platform’s encrypted uploads and validation protocols ensured compliance with Section 8 housing documentation.
Automation saved hours previously spent on manual alerts, while Projects streamlined client collaboration. ShareFile’s reliability and evolving features allowed Edgewater to focus on resident safety, proving critical in managing high-stakes financial due diligence.
“I don’t have to upload and keep track of a second document; ShareFile is the source of truth,” said George Schmidt, Director at Edgewater Group LLC.
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