en_US / Resources / Articles

Document Tracking Software

Many businesses use document tracking software to help streamline operations and monitor employee and client access to files. But not all document tracking software offer needed flexibility. Citrix ShareFile has document tracking software that lets you, your colleagues and clients store and share large files on a cloud-based platform that can match the look and feel of your company's website.


ShareFile document tracking software: key features and benefits

ShareFile is a comprehensive solution for some of a business's biggest pain points. It is not just file sharing, document tracking or a secure enterprise-level storage system — it is all of these things and more.

A review published by Top 10 Review states that ShareFile "takes file tracking very seriously," and concludes by stating:

"Not only can you track all of the activity involved with a file, but you can also set user roles and usage, customize share link expirations and require identity verification, which allows you to track exactly who downloaded a file. However, the best file-tracking feature is the unlimited file versioning. With unlimited file versioning, you can restore a file to any point in its history, which is vital for online collaborations where multiple people are editing the same file."

Other key features of ShareFile include:

Encryption

Whether at rest or in transit, your files will be protected by enterprise-level encryption. Encryption transforms data and uses an algorithm that generates a decryption key that is required to open the data. During transfer, your files are encrypted using 256-bit SSL, the same protocol used by banks and major e-commerce sites.

During storage, files uploaded to ShareFile are saved with 256-bit AES encryption and are encrypted before being copied to their permanent storage location. The file encryption keys are not stored on the same sever as the files themselves.

User management tool and multi-factor authentication

Jay Tomlin, product manager for ShareFile Enterprise, explains the multi-factor authentication feature offered by ShareFile.

"One of the issues with software as a service (SaaS) is that you don't want your users to have to remember yet another user name and password for logging on. A feature with ShareFile Enterprise is that we can integrate with your existing enterprise credentials for single sign-on.

"Inside your network, you have active directory configured with all of your users and group information. And these are the credentials you want users to use when they sign on. ShareFile provides a tool called the user management tool (UMT). The UMT connects to active directory and syncs user and group information, so it can know which users and groups you want to be enabled for ShareFile and then automatically provision and de-provision those groups into the ShareFile cloud. Of course, we are not sending passwords up into the cloud — only first name, last name, email address — so that ShareFile knows which users to expect.

"When a user signs on, we want them to sign on with their user directory password. How does that work? When a user runs ShareFile on their mobile device, ShareFile will redirect that user to go an login to a SAML identity provider. When the user logs in, they will be logging in with their active directory username and password. Once that is successful, the SAML IDP will provide an assertion that is digitally signed and that is presented back up to ShareFile so ShareFile knows that the user successfully authenticated.

"So that is how we tie in to the active directory password, but you don't want your users to have to log on with their password every time they run the app on a mobile device. So after the authentication is successful, ShareFile will place an OAuth token on the user's device. You can think of this token as a persistent cookie that lives for a configurable number of days — it can be seven days, 30 days, however frequently you want the users to reenter their passwords is the lifespan of that token.

"When a user leaves the organization, the User Management Tool will take care of de-provisioning the account out of ShareFile, and ShareFile will revoke any of the access tokens that have been issued to that user's devices."

24/7 support

Whether you need help implementing ShareFile into your organization or fixing technical problems down the road, our customer care team is always available to help. We even offer White Glove Setup, which provides you with a ShareFile onboarding specialist who can offer assistance with setup and account customization. The best part? This service is absolutely free of charge.

Some other services included with White Glove Setup include:

  • In-depth training on how to use the software
  • Account administration and reporting overview
  • Walk-through of the cloud-based application
  • Overview of employee and client user roles
  • Strategy exploration for ShareFile implementation, including how to train employees and clients
  • Help configuring advanced account settings

Detailed tracking and monitoring

With document tracking software from ShareFile, administrative users can track all changes to files and monitor account activity 24 hours a day. So, admin users will always have a clear view into who has accessed what information and when, holding employees accountable and making it much easier to catch suspicious account activity before a security breach occurs.

File versioning

The file versioning feature "allows you to view different versions of a file uploaded with the same name. If your account has file versioning enabled then you will not see the option to overwrite files on the upload page. Any files with the same name will automatically be saved as the latest version, with the option to view earlier versions. This ensures that if a team is working on a document, no changes will be lost between updates or edits."

Remote wipe

This security feature allows you to wipe or lock your ShareFile account in the event that your device becomes lost, stolen or compromised. Currently, the remote wipe feature is supported on iPhone and iPad, Android phones and tablets and Windows phones and tablets.

ShareFile users (who are not administrative users) can remotely wipe their device by following the directions below.

  • Click on the My Settings link in the top navigation bar.
  • Select My Connections from the sidebar.
  • From the My Connections page, locate your device listed underneath the Connected Devices heading.
  • Click Wipe.

Administrative users can remotely wipe any device on the account by following these instructions:

  • Click Manage Users in the top navigation bar.
  • Click Browse Clients or Browse Employees on the sidebar.
  • Click the name of the user and click Manage Devices For This User. (The user must be logged in with his or her mobile device.)
  • When you are on the Connection page, you can lock the user's account or wipe the user's account from the device. This will remove all ShareFile data from the device — simply click the option that you wish to perform. 

Large file sizes

Before the cloud, many businesses relied on email to share documents between colleagues and clients. While email was a quicker option than fax or snail mail, it had one gigantic flaw: it was (and still is, in most cases) unable to send large files without requiring you to break those files up and send them in separate pieces.

With ShareFile, you can send files as large as 100 GB with our Business plan. Even our Personal plan, our smallest and most affordable plan, gives users the ability to send files as large as 10GB.

Ample storage

Another pain point for businesses that handle a large amount of documents is where to store them all. Offices lined with locking filing cabinets are becoming a thing of the past, as filing cabinets support only a limited number of files and do not provide the level of security that most businesses today need.

Even computer hard drives are becoming an obsolete option for data storage, as they are expensive, have limited accessibility and often require routine IT support and repairs — none of which are conducive to growing a business.

The storage options offered by ShareFile range from 100 GB to unlimited. Let's review the plan and pricing information in detail.

ShareFile document tracking software: plans and pricing

ShareFile offers four plans to meet the needs of small business and enterprise customers. Each plan includes the following features:

  • 24/7 customer support
  • Custom branding
  • Multi-factor authentication
  • Mobile apps and sync
  • Desktop widget
  • Activity logs
  • File versioning
  • FTP

Personal Plan — $16 per month

The Personal plan is perfect for start-ups or small teams and provides all of the essential tools that your business needs to get launched. It includes:

  • One employee account
  • Unlimited client users
  • 100 GB storage
  • 10 GB max file size

Team Plan — $60 per month

The Team plan provides great support to small to mid-sized businesses and provides full file-sharing functionality and storage. It includes:

  • Five employee accounts
  • Unlimited client users
  • 1 TB storage
  • 10 GB max file size

Additional features include:

E-signature integration

  • Mobile editing
  • Third party integration
  • Email plugin

Business Plan — $100 per month

Our Business plan is our most popular plan. It is perfect for rapidly growing businesses that require ample storage, sharing options and employee users. It includes:

  • Five employee accounts
  • Unlimited client users
  • Unlimited storage
  • 100 GB max file size

Additional features include the features of the Team Plan as well as:

  • Encrypted email
  • Device security
  • User management tool
  • Full text search
  • Check-in/check-out
  • Archiving
  • Folder templates, folder invitations and folder Q&A
  • File drop
  • Archiving

Virtual Data Room — $295 per month

For businesses that require document tracking software to include industry-standard security, ShareFile Virtual Data Room is a reliable solution. It includes:

  • 5 GB storage
  • 10 GB max file size
  • Advanced security and control for sensitive data

Additional features include most of the features of the Team and Business plans as well as:

  • Dynamic watermarking
  • View-only permission option for files
  • Click trails

The following video will give you a closer look at ShareFile Virtual Data Room and explain how a large law firm is using it to store and secure confidential files.

"We had over 1,000 contracts, so a total of thousands and thousands of pages of documents that had to be accessed, and we were very concerned with who got access and what they did with the documents. We were able to upload the documents to the Virtual Data Room almost immediately.

"We went with the Virtual Data Room product for a number of reasons:

  • The virtual watermark on each page of every document was very important to us.
  • The ability to give people access but control the amount of access that various people had.

"For anyone who has done due diligence with corporate legal work and transactional work, typically you get put in a physical dataroom with paper everywhere. Being able to put the documents online in a shared space and controlling access accordingly really creates a lot of efficiency.

"It was a very easy process to get everything set up. By the end of the first day, I had close to 100 people added and documents were already exchanged, and when you call the support number a person actually picks up — a knowledgeable person who can actually answer your question."

Sign up for document tracking software today

Signing up for ShareFile is easy — you can even try it out for free for 30 days. Simply go to the ShareFile home page and fill out the form on the right-hand side of your screen. Once you click Start My Free Trial, follow the prompts on your screen. You will be able to upload, share and track documents in minutes!

Need more information? Our customer care team is available 24/7 to answer your questions. Call us at 1-800-441-3453 or contact us through live chat.

Ready to try ShareFile? It's free for 30 days. No credit card required.

Related Information