Archiving FAQs

Is my ShareFile account eligible for archiving?

Archiving for Financial Services is initially only available to SMB firms that are on the financial corporate plan or higher. If your company does not have a corporate account, contact your account representative to upgrade and benefit from this feature.

If I use ShareFile archiving will I automatically be compliant?

Once the archiving feature is activated, your ShareFile records are stored in a manner compliant with most regulations. However, you should still adhere to compliance standards for files stored outside ShareFile. For example, emails and faxes not sent through ShareFile may still fall under certain regulations, but would need to be uploaded into ShareFile to meet compliance standards.

Is ShareFile a designated third party?

Although ShareFile is not a designated third party (D3P), we will work with your D3P to export all necessary records. Because our new archiving feature prevents a client or D3P from tampering with important records, we mitigate the risk of changes by removing the ability to overwrite or erase records.

What changes in ShareFile when you enable archiving?

When you enable archiving, the ShareFile main app will prevent the deletion of account files, folders, sent messages, active and inactive links, and notifications for a minimum of three years. The items are instead sent to an archive where they can be accessed at a later date as necessary. The feature ensures that all communication via ShareFile can be accessed by a D3P in compliance with record-keeping standards.

When you update your ShareFile apps for iOS, you’ll always have the latest versions of your files on your phone or tablet with Folder Sync. Folder Sync allows you to connect folders on your ShareFile account with folders on your device so changes in either location are automatically recognized and transferred to your online account and all synced computers and devices. With Folder Sync, you don’t have to plan ahead or carry bulky files and laptops to work effectively beyond the office.

For ShareFile Enterprise, the updated iOS apps bring the option to edit and annotate documents directly in the application. Our new document editing and PDF annotation features increase the security of your data by allowing you to make changes on the go without requiring downloads of files to your device or interaction with other applications.

To see our new mobile editing tool in action, check out a demonstration by ShareFile Principal Product Manager Pete Schulz.

ShareFile Enterprise clients can contact their dedicated account manager to enable these features.

Have you tried the updated iOS applications? Leave a comment below to let us know what you think.

Citrix Receiver allows users to access their published applications from any number of devices, including their tablets, phones or PC. With ShareFile now playing a part, your documents are available along with all of your applications. Need to edit that PowerPoint presentation before you get in? Receiver with ShareFile integration will allow you to open up Microsoft PowerPoint on your tablet and then open any PowerPoint files you may have saved within your ShareFile account! With a quick edit and save, the presentation is saved back into your ShareFile account and ready to be opened in the conference room PC where you are giving your presentation.

With Citrix’s acquisition of the collaboration application Podio, ShareFile brings further value into the evolving Citrix world. Now if you are working with your team on a project, you can easily store and share the necessary files that you may all need access to, right in your team’s Podio workspace. Files are still stored using ShareFile’s secure encryption methods with all the functionality users are used to and can be easily worked on by your team.

ShareFile’s constantly expanding integration into current popular applications is a key factor in the Citrix vision. It will be exciting to see where the vision leads to next.

You may ask yourself, “what exactly is the SDLC, and how does it relate to me as a customer?” Read on to learn what goes into each software release and how your feedback and concerns shape our new development goals.

The first step of each development cycle is to determine the requirements for the upcoming release. We review open bugs and customer issues, consult customer feedback for new feature implementations, and set the expectations for upcoming efforts. Devoting adequate time and commitment to proper requirement specification is critical to ensuring quality and timely releases, and most importantly it helps us ensure we’re always serving the best interests of our customers.

The next step is the actual development and coding. For each new feature, bug-fix or research item that is committed for a release, our engineers budget their time and efforts to ensure that we are able to complete every aspect of the release in a timely fashion.

The third step we take before releasing any updates or new software is to perform thorough Quality Assurance (QA) testing. Once the development work has been completed, it is passed to our test team to ensure that all requirements are met satisfactorily and that no new issues are introduced. If at any point issues are discovered, the code is sent back to our engineers for review and correction. Depending on the complexity and scope of the release, this may occur multiple times as QA reviews each updated build.

The final step in this process is the actual release. Once adequate testing has been conducted and no new issues are detected, it is determined that the software has reached release quality and can be submitted to the web. For updates to the ShareFile website, update packages are delivered to our Network Operations (Ops) team, who conduct tiered updates to ensure minimal interruption of service. When dealing with releases for Power Tools, links on our websites are updated with new installers and updates are submitted to relevant ‘app stores’.

Once updates are made available to the public, our support and account management teams reach out to customers to inform them of any relevant changes, particularly in cases where they are awaiting bug-fixes or new features. We want to ensure that the efforts we take are meeting the expectations and needs of our clients, because we will continue to hold true to the core values of Customer Centricity, remaining Data Driven and ensuring Responsible Growth in all things we do.

Using ShareFile for your business? Tell us about your favorite feature release in the comments below.

Distribution Groups
If you have a certain group of people you work with on a particular project, you can create a distribution group to organize a group of users. Instead of adding several users to a folder or as recipients on an outgoing send or request email, a distribution group can be created to represent several users at once. Folder permissions to a distribution group will apply to every member. If for any reason you need to remove a member from a distribution group, they will lose folder access permissions given to that group.

File Versioning
When you upload multiple versions of a file with the same name to a folder, the file versioning feature allows you to view all the different versions of that file. This is especially helpful if you are receiving revisions on a document from multiple sources over time. By default, file versioning will save unlimited versions of a given file to allow you to see the entire history. You can also limit the number of versions that will be saved by setting a maximum number of versions on a folder by folder basis.

Notifications
Instead of emailing recipients manually any time someone adds a file to a folder, you can set email notifications to make users aware of any files that are uploaded and downloaded to the account. If for any reason you need to consolidate your notifications, you can set how frequently you receive email notifications from the system under the ‘My Settings’ link on the navigation bar. This allows you to choose if you would like to receive notifications in real-time, every 15 minutes, every hour, twice a day, or once a day.

Retention Policies
If you no longer need older files in your folder, you can set a retention policy so that files are automatically deleted after a certain period of time. You have the option to delete files from 1 day up to 2 years after they are uploaded. You can also set a folder expiration date if you have a set date that the folder and all its subfolders need to be deleted.

Now that you know about these four folder features, have you fallen in love with folders yet? If you have more questions, contact your personal account manager for assistance.
Not yet a ShareFile customer? Sign up for a free trial to test out folders for yourself!

Learn how our customers use ShareFile mobile apps every day:

Employees at Babington Technology, a manufacturer of military equipment, use ShareFile mobile apps to streamline daily operations. The company is required by its clients in government to provide weekly, text-based progress updates with pictures to reinforce the written statement. With the use of mobile devices including iPhones, iPads and Android OS phones, coupled with the ShareFile mobile apps, the process of gathering and sharing images is quick and efficient for the company.

The Salinas Police Department was challenged by their deputy chief to send police reports in a more efficient way. Prior to ShareFile, the department used cassette recorders with a standard tape, which proved to be difficult to manage. The department now uses ShareFile mobile apps to easily transfer the necessary documents right from the field.

We are excited to provide with you the mobile tools you need for business, and we continue to focus R&D resources on the mobile space. All ShareFile mobile applications are free to download for ShareFile customers.

Want a quick glance at the newly designed iPad app? Check out our iPad Usage Guide.

We would love to hear from you! Share your mobile story with us today on the ShareFile Facebook page.

What is the Super User Group feature?

The Super User Group feature is an administrative function designed to make folder administration easy to manage. The Super User Group will contain employee users of your ShareFile account who need to have administrative access on all folders. The members of the Super User Group will have upload, download, delete, and admin permissions on all folders. The Super User Group cannot be removed nor have their permissions changed from the folder access section.

How do I use the Super User Group feature?

To add an employee user to the group, you will click the “Admin” link in the top navigation bar and “Edit Super User Group” on the right sidebar. You will then see two options: “Quick Add Member” and “Add From.” By selecting “Add From -> Employee List”, you will be able to select the check box to the left of each employee user who should be part of the Super User Group. Then click “Add Selected Users” and “Save Changes.”

*Please note that it is possible to remove all users from the Super User Group, and then only the users listed in the folder access section will be able to access that particular folder.

What does this mean for me?

Your ShareFile account currently allows individual employee users to be added to all newly created folders. This user setting is listed under “Admin Privileges” for employee users. When selected, the employee user has administrative permissions on every new folder regardless of who created it. After the update on June 3rd, this check box no longer appears and administration of Super Users will be managed via the “Edit Super User Group” link in the “Admin” section of your account.

It is important to note that any user who currently has the setting “Grant this user access to all newly created folders” will be automatically added to the Super User Group. Any additional users will need to be manually added to the Super User Group.

Please feel free to reach out to your dedicated Account Manager or support with any other questions. Also, we encourage you to visit the ShareFile Knowledge Base to learn more about this feature.