File sharing software: everything you need to know
File sharing software: everything you want and need to know about it
If there's one thing we can say after 2020, it's that we want to be able to work anytime, anywhere. The digital workplace is here to stay and we work more remotely than ever. Essential to the digital workplace and working from home is the ability to easily, quickly and securely share files with colleagues and clients.
In this blog we will tell you more about the possibilities, what to look out for and what good file sharing software should meet.
What is file sharing software?
File sharing software is an application that allows sending and receiving files online or a local network. File sharing software tools allow end users to easily share, store, download and receive a wide range of files. These include text documents as well as images, videos and presentations.
The most popular form of this software are the cloud-based applications for file sharing. This is because unlike other applications, cloud-based applications do not rely on local servers or networks. With a cloud-based application, users can send files from any device in any location. And that is exactly what we needed so badly last year.
The general features of file sharing software
The time of simple upload and download models is over. Document sharing platforms are packed with features and functionality. These are the most important features you can expect from modern file sharing software:
- File transfer. This may not be very surprising. File transfer is the most important functionality and allows files to be transferred from one user to another. The transfer method, ease of use and speed are the most important things to look at when selecting the right tooling for your organisation.
- Data storage. Many platforms have centralised databases where files are stored and can be transferred to recipients. How much storage space you need depends on your organisation. For example, if your team often shares large amounts of data, it is best to choose a solution with unlimited storage space.
- Dashboards. The current generation of sharing platforms are almost all equipped with dashboards that act as a kind of control centre. In these dashboards you can, for example, manage permissions but also run reports and monitor matters.
- Password protection. As soon as a file is shared online, it is automatically more vulnerable. Therefore, choose a solution where you can count on reliable security.
- Data Recovery. To prevent crucial business information from disappearing, things like file security, recovery and backup capabilities are crucial.
- Version tracking. When you share files online as a team, it's hard to keep track of which version is the right one. That's why these solutions track versions. This feature ensures that every author and recipient has the latest version of a file.
- Integration. Integration is key in a digital workplace. That's why today's solutions for file sharing are developed in such a way that they integrate well with external apps and programs. This keeps teams productive and efficient.
What are the best platforms for file sharing?
Can't see the wood for the trees or simply don't know where to start looking? We have listed a number of options for you. Depending on your wishes and requirements, you can look at which solution best suits your organisation.
- Google Drive
One of the best known solutions is Google Drive, which gives you 15GB of free storage. This is also a reason why Google Drive is used for personal matters. Google Drive offers many features; for example, data is synchronised on all devices linked to the account and changes are automatically saved. It also allows you to set viewing and editing permissions for both colleagues and external contacts. Of course, an integrated search function is a must, because this is Google we are talking about. - Microsoft OneDrive (for business)
Microsoft OneDrive is one of the most popular file sharing solutions. Just like Google Drive, with OneDrive you can count on synchronisation, storage and backups. And with Microsoft's well-known security measures, you can be sure that your data is kept safe. In addition to Excel, PowerPoint and Word files, you can also quickly and easily add files from Microsoft Teams or SharePoint to OneDrive. - Dropbox Business
Dropbox is one of first platforms for file sharing. This also makes it one of the most popular solutions. Dropbox is now used by more than 500,000 million people and is the preferred solution for companies such as Yahoo, Spotify, Expedia and National Geographic.
With Dropbox Business, you can count on flexible and comprehensive storage subscriptions, file recovery, automated backup, smart syncing and smart integration with more than 300,000 apps including Salesforce, Jira, Trello, Gmail, Slack and Microsoft 365. All from a super user-friendly interface. - Box
Box also helps businesses collaborate by sharing files. What sets them apart from other solutions are their automated workflows and machine-learning integrations to connect and simplify your business processes. It also offers advanced security and encryption to keep your data safe. - Synology Drive
Another leading file sharing solution is Synology Drive. Synology Drive is available through web browsers on desktops and on iOS/Android mobile devices. This way, team members can access their files anytime, anywhere.
Getting started with file sharing software?
Then draw up a list of clear features it must meet. This is the only way to ensure that you choose the right solution for your organization. More information about our file sharing software? Then simply contact us.
