Citrix ShareFile - Detailed Review
Collaboration Tools
Citrix ShareFile - Product Overview
Citrix ShareFile Overview
Citrix ShareFile is a secure enterprise file sharing and storage solution that caters to the needs of businesses across various industries, particularly those in highly regulated sectors.
Primary Function
ShareFile’s primary function is to facilitate secure file sharing, storage, and collaboration among internal and external users. It enables businesses to store, sync, and share files while maintaining stringent security and control measures.
Target Audience
The target audience for ShareFile includes large businesses, especially those in industries such as healthcare, legal, and financial services, where data security and compliance are paramount. It is also suitable for small teams and departments looking for a reliable and secure file sharing solution.
Key Features
Security and Compliance
ShareFile offers advanced data protection with encryption, data loss prevention, and user authentication. It allows companies to store data in their own data centers, Citrix-managed data centers, or use existing file storage systems via StorageZone Connectors, which is particularly useful for regulatory compliance.
File Sharing and Collaboration
Users can share files securely, both within the organization and with external partners. The platform supports real-time collaboration, allowing multiple users to access and edit documents simultaneously from any device.
Content Viewer
ShareFile includes a content viewer that supports Word, PDF, PowerPoint, and Excel formats, enabling users to view files without downloading them. However, it does not display corrupted or password-protected files properly.
Customizable Access Controls
The platform offers granular access control, allowing administrators to set specific permissions for different users. This includes the ability to restrict access to files based on predefined filters and to customize the platform with specific access rights and password settings.
Integrations
ShareFile integrates with popular business applications such as Office 365, Google Drive, Dropbox, Salesforce, and QuickBooks. It also supports Microsoft Outlook and other Microsoft 365 tools, enhancing its usability in various business environments.
Virtual Data Room (VDR)
ShareFile provides a VDR functionality that is ideal for secure document storage and sharing, especially during sensitive transactions. It includes features like audit trails, customized access rights, and secure document sharing.
Recent Updates
ShareFile has introduced new features such as AI-powered Document Summarization, which helps users quickly summarize lengthy documents, and an Income Tax Return solution to streamline client engagements. Additionally, it has enhanced its integration with Outlook and introduced new task management and automated workflow features.
Conclusion
Overall, ShareFile is a comprehensive solution that combines secure file sharing, advanced collaboration tools, and customizable security features, making it an ideal choice for businesses that require stringent data protection and compliance.
Citrix ShareFile - User Interface and Experience
User Interface Overview
The user interface of Citrix ShareFile is crafted to be intuitive and straightforward, making it easy for users to collaborate and manage files efficiently.Ease of Use
ShareFile boasts an intuitive and user-friendly interface that allows teams to complete tasks quickly. The platform integrates workflows seamlessly, enabling teams to work together, collect feedback, and approve electronic signatures within a single virtual space. This streamlined approach helps optimize processes and reduce the time spent on routine tasks, deals, and reviews.Key Features
File Access and Sharing
Users can securely access, share, and store files by uploading them to the platform. Files can be shared via secure links sent by email or messaging, and recipients can easily access and download the files using these links. Admins can set file access conditions such as link expiry dates, login requirements, or limits on the number of accesses allowed.Content Viewer
ShareFile includes a content viewer that supports Word, PDF, PowerPoint, and Excel formats. This feature allows users to view file content without needing to download the files to their devices.Document Workflows
The Feedback and Approval Document Workflow is a key feature that simplifies collaboration on documents. Users can initiate document workflows, set due dates, add approvers, and receive comments directly within the shared documents. Automated notifications remind participants of review and approval requests, ensuring timely feedback and approvals.Mobility and Virtualization
ShareFile provides mobile apps and desktop solutions that enable secure content collaboration. Users can access all their files in one place using the Citrix Files app, which integrates with various platforms like Box, Dropbox, SharePoint, or OneDrive. This app allows users to work on files offline, and changes are synced once they reconnect.User Experience
The overall user experience is enhanced by several features:Centralized File Access
The Citrix Files app allows users to access all their files from a single login, reducing the time spent searching for documents and entering passwords.Version Control
ShareFile provides real-time tracking of document changes across multiple data sources and devices, ensuring that collaborators can see the latest version of a document without needing to download it.Security
The platform ensures files are encrypted in transit and at rest, and additional security measures like two-factor authentication via SMS or voice calls are available to protect user data.Collaboration Tools
ShareFile facilitates effective collaboration through features such as:Q&A
A secure and traceable communication channel where users can ask questions about folders they have access to. Admins control who can view the questions and answers, and an audit trail can be exported for record-keeping.Data Room Index
Users can generate an indexed list of all folders and files within a root level folder, helping administrators keep track of multiple files and organize them as needed. Overall, Citrix ShareFile’s user interface is designed to be user-friendly, secure, and efficient, making it an effective tool for collaboration and file management. Citrix ShareFile - Key Features and Functionality
Citrix ShareFile Overview
Citrix ShareFile is a comprehensive cloud storage and collaboration tool that offers a wide range of features, making it an excellent choice for businesses needing secure and efficient file sharing and collaboration. Here are the key features and how they work:
Security Features
View-Only Access
This feature allows administrators to grant users permission to only view files, preventing any other operations such as editing or downloading. It also includes automatic watermarking that displays the viewer’s email address, ensuring that sensitive documents are protected.
Click Trails
This feature provides detailed logs of user activity, including login sessions and the time spent on specific documents. This helps in tracking user behavior and ensuring compliance.
Dynamic Watermarking
Watermarks are applied to files with the user’s personal information, making it difficult for recipients to distribute sensitive files illegally.
File Sharing and Collaboration
File Link Sharing
Users can generate links to share files, with options to set expiration dates, link passwords, and download limits. This ensures that files are shared securely and with controlled access.
Folder Sharing and Permissions
Administrators can share folders and set specific permissions for users, including read-only or edit permissions. This allows for controlled collaboration within teams.
Initiate Approval
This feature integrates with ShareFile’s Workflows tool, enabling users to request approvals, collect feedback, or attach request lists to files. This streamlines the approval process and enhances collaboration.
Integration and Connectivity
Connectors
ShareFile allows users to connect other cloud storage services like Box, OneDrive Business, Google Drive, and Dropbox. This enables users to view and manage files from multiple platforms within the ShareFile interface.
Zapier Integrations
Through Zapier, users can connect ShareFile with a wide range of applications, including Gmail, Salesforce, and Evernote. This automates workflows and enhances productivity.
Other Integrations
ShareFile supports various integrations, such as uploading files from Gmail or OneDrive, and receiving notifications in Slack when files are added to a ShareFile folder.
Collaboration Tools
Real-Time Collaboration in Microsoft Office 365
ShareFile supports real-time collaboration within Microsoft Office 365, allowing multiple users to work on documents simultaneously.
Task Management with Workflows
The Workflows tool helps in managing tasks, requesting approvals, and collecting feedback, all within a single platform.
Q&A and Document Check-in/Check-out
Users can submit public or private questions in a protected space, and check out documents to let others know they are working on them. This enhances real-time collaboration and document management.
AI-Driven Security
Secure Share Recommender
This AI-driven feature analyzes the content of files for Personal Identifiable Information (PII) when creating public share links or sharing files via email. It recommends more secure options if PII is detected, ensuring that sensitive information is protected.
Additional Features
File Previews and Editing
Users can preview files without downloading them and edit files directly within the ShareFile interface.
Mobile Apps and Media Playback
ShareFile offers mobile apps for on-the-go access and supports media playback, making it convenient to access and view various types of files.
Full-Text Search and Versioning
The platform includes a full-text search feature to easily find documents by keyword, title, or content. It also supports versioning, which helps in tracking changes to files.
Remote Device Wipe and Two-Factor Authentication
Administrators can remotely wipe devices to protect data in case of lost or stolen devices, and the platform supports two-factor authentication for added security.
These features collectively make Citrix ShareFile a powerful tool for secure file sharing, collaboration, and workflow management, with a strong emphasis on data security and user convenience.
Citrix ShareFile - Performance and Accuracy
Performance
Citrix ShareFile is praised for its extensive feature set and user-friendly interface, making it a strong contender for cloud storage and collaboration needs. Here are some performance highlights and areas for improvement:
Upload and Download Speeds
One of the significant drawbacks is the slow upload and download times. Despite average internet speeds of 450 Mbps download and 20 Mbps upload, ShareFile’s average upload time was nearly half an hour, which is notably slower than many other cloud storage services.
Sync Capabilities
ShareFile offers advanced sync features such as block-level sync, selective sync, and bandwidth throttling, which can help manage data transfer efficiently. However, the slow speeds may offset some of these benefits.
Security and Accuracy
Security is a major strength of Citrix ShareFile:
Encryption and Authentication
The service provides at-rest and in-transit encryption, along with two-factor authentication, ensuring that data is well-protected.
Access Controls
ShareFile allows for extensive permissions and access controls, enabling fine-tuned management of who can view, edit, or share files. This includes features like dynamic watermarking, view-only settings, and link passwords.
Limitations and Areas for Improvement
Despite its strengths, there are several limitations to consider:
File Size Limits
ShareFile has a modest 100 GB limit for file sharing, which can be restrictive for use cases requiring the transfer of extremely large files, such as high-resolution videos or large CAD designs.
Data Breach History
Citrix has experienced multiple data breaches in recent years, which could raise concerns about the long-term security of the platform.
Learning Curve
The service has a steep learning curve due to its intricate settings and permissions, which can slow down team performance and make migration more difficult.
Video Sharing
ShareFile is not ideal for video sharing due to limitations such as the inability to embed videos into web pages or social media, and the lack of advanced security features to prevent unauthorized sharing of video content.
User Experience and Support
User Interface
The web application is efficient and packed with features, but the complexity of settings can be overwhelming for some users.
Customer Support
While the customer support is excellent, with a blend of documentation, community interaction, and direct support, there is a lack of true live chat and direct email support options.
In summary, Citrix ShareFile excels in security, collaboration features, and user control but faces challenges with upload and download speeds, file size limits, and a steep learning curve. These factors should be carefully considered when deciding if ShareFile is the right fit for your collaboration and cloud storage needs.
Citrix ShareFile - Pricing and Plans
Plans and Pricing
Standard Plan
- Monthly: $55, Annually: $50
- Features:
- Unlimited storage
- Mobile app access
- File storage, sync, and sharing
- Two-step verification
- Basic security features
- No email plugins (e.g., Outlook, Gmail)
Advanced Plan
- Monthly: $85, Annually: $77
- Features:
- All Standard plan features
- Advanced security features (e.g., storage quotas, remote device wipe)
- Email plugins for Outlook and Gmail
- Encrypted email
- Advanced collaboration tools
- Ability to send file requests to external users
Premium Plan
- Monthly: $135, Annually: $122
- Features:
- All Advanced plan features
- E-signature functionality
- Custom workflows
- Enhanced security and collaboration tools
Virtual Data Room Plan
- Monthly: $375, Annually: $338
- Features:
- All Premium plan features
- High-security features for confidential data (e.g., dynamic watermarking)
- Ideal for sensitive consulting, agreements, or private deals
- Note: Additional user costs require a call to sales
User Pricing
- Each plan includes 5 employee users in the base cost
- Additional users cost:
- Standard Plan: $11/month ($9.90 annually)
- Advanced Plan: $17/month ($15.30 annually)
- Premium Plan: $27/month ($24.30 annually)
- Virtual Data Room Plan: Requires a call to sales for additional user costs
Free Options
- There is no free plan available for Citrix ShareFile
- However, a 30-day free trial is offered for all plans, which does not require a credit card
Each plan is designed to cater to different levels of security, collaboration, and feature requirements, making it easier to choose the one that best fits your business needs.
Citrix ShareFile - Integration and Compatibility
Integration with Citrix Endpoint Management
Citrix ShareFile can be integrated with Citrix Endpoint Management in two primary ways:
Citrix Files
This integration provides mobile users with full access to ShareFile features, including file sharing, file sync, and storage zone connectors. It also supports single sign-on authentication and comprehensive access control policies through the Citrix Endpoint Management console.
Storage Zone Connectors
This option allows for secure mobile access to existing on-premises storage repositories such as SharePoint sites and network file shares. It does not require setting up a ShareFile subdomain and complies with corporate security restrictions. Users can edit Microsoft Office documents and preview/annotate Adobe PDF files from mobile devices.
Compatibility with Various Devices and Platforms
Mobile Devices
ShareFile offers mobile clients for iOS and Android, enabling users to access and manage files securely on their mobile devices. These clients support features like file sharing, editing Microsoft Office documents, and annotating Adobe PDF files.
Desktop Clients
ShareFile has client software for Windows and Mac, which allows users to interact securely with files in the ShareFile platform.
Web Browsers
ShareFile is accessible via any computer with a supported web browser and an internet connection. Recommended browsers include the latest version of Microsoft Edge, although there are some limitations with CIFS connectors when using NetScaler for authentication.
Integration with Other Tools and Services
FTP and WebDAV Clients
ShareFile is compatible with FTP clients like WS-FTP or FileZilla, and WebDAV clients, allowing for various methods of file transfer and access.
Email Integration
ShareFile integrates with email services like Outlook and Gmail, enabling users to send links to files directly from their email accounts.
UiPath Automation
The Citrix ShareFile connector for UiPath allows users to automate file-related tasks such as creating, updating, and sharing files in real-time, leveraging UiPath’s automation capabilities.
SharePoint and Microsoft 365 Integration
While ShareFile is often used for external file sharing, it can coexist with SharePoint and Teams, which are typically used for internal collaboration. However, integrating external sharing in SharePoint/Teams requires additional setup, such as creating Azure guest accounts, which can be more cumbersome compared to ShareFile’s straightforward folder structure and access management.
In summary, Citrix ShareFile offers extensive integration capabilities with various tools and platforms, ensuring it can be used effectively across a wide range of devices and environments.
Citrix ShareFile - Customer Support and Resources
Customer Support Options
Citrix ShareFile offers a comprehensive range of customer support options and additional resources to ensure users can effectively utilize their collaboration and file-sharing services.Phone Support
For immediate assistance, users can contact Citrix ShareFile through several phone numbers. The primary toll-free number is 1-800-441-3453, which is used by 80% of consumers to address their issues.- For general inquiries, you can call 1-919-745-6111.
- International callers can use 1-888-260-6550.
- There are also specific numbers for different departments, such as 1-877-924-8749 for jobs and career inquiries.
Email Support
Citrix ShareFile provides multiple email addresses for different types of inquiries:- For sales and reservations, use sales@sharefile.com.
- For privacy-related concerns and legal queries, use privacy@citrix.com.
- For career opportunities and related questions, use askhr@cloud.com.
Online Resources
Help Center and FAQs
The Citrix ShareFile website features a detailed Help Center and FAQs section that answers the most commonly asked questions. This resource is handy for quick solutions to common issues.Live Chat
Users can also utilize the online live chat feature available on the Citrix ShareFile website for immediate support.User Documentation
The Citrix User Help Center offers end-user documentation for ShareFile, including instructions in an easy-to-read format. This can be accessed through the ShareFile product documentation website.Mobile App Support
The Citrix ShareFile mobile app allows users to access and manage their files on the go. Within the app, users can find the “Help and Feedback” section to submit support requests directly.Technical Support Portal
For technical issues, users can access the My Support portal to open a support case or chat with a Citrix Technical Support representative. This can be done by visiting the support portal or accessing it through the Citrix Cloud management console.Additional Tools and Integrations
Citrix ShareFile also offers various tools and integrations to enhance user experience:- RightSignature: For electronic signature capabilities, integrating with ShareFile to obtain legally binding signatures online.
- Storage Zones Controller: Allows users to manage their own data storage, meeting regulatory compliance and optimizing performance.
- User Management Tool: Helps administrators manage user accounts and distribution groups by integrating with Active Directory.
Citrix ShareFile - Pros and Cons
Advantages of Citrix ShareFile
Citrix ShareFile offers several significant advantages that make it a strong contender in the collaboration tools category:Security and Compliance
- ShareFile provides a highly secure environment for file sharing and collaboration. It integrates with Federated Authentication Service for a single sign-on experience and enhances security with stricter virus scan settings and improved event analysis.
- The platform ensures all files are encrypted and secure, regardless of their location, and allows admins to audit, track, and log all user activity to support compliance requirements.
Flexibility in Storage
- ShareFile allows administrators to store data in both cloud and on-premise storage locations (storage zones), enabling them to limit access to files within private zones based on pre-configured filters.
Extensive Permissions and Access Control
- The platform offers extensive and flexible access permissions for admins, employees, customers, and external collaborators. This allows for fine-tuned control over information flow and file access.
Integration and Accessibility
- ShareFile integrates seamlessly with various storage repositories, including OneDrive for Business, SharePoint, network shares, and personal cloud file storage services like Dropbox or Google Drive. This allows users to access all their documents from within the Citrix Workspace.
- The platform is accessible from any device, providing users with easy and secure access to content across multiple storage locations without the need to migrate data or change storage strategies.
Collaboration Features
- ShareFile offers a Feedback and Approval document workflow that streamlines collaboration. Users can initiate document workflows, set due dates, add approvers, and receive comments directly within the shared document. It also supports legally binding electronic signatures through Citrix RightSignature.
User-Friendly and Scalable
- The platform is simple to set up and use, requiring no IT involvement. It is scalable, making it suitable for growing companies, and provides quick and efficient file transfer capabilities.
Disadvantages of Citrix ShareFile
Despite its numerous advantages, Citrix ShareFile also has some notable disadvantages:Data Breach History
- Citrix has experienced several data breaches, including incidents in 2019, 2022, and 2023, which have affected various ShareFile components. This history raises concerns about data security.
Intricate Permission Settings
- While the permissions are flexible, configuring them, especially for multiple user roles, can be complex and multi-step. This can be cumbersome for administrators.
Limitations in Real-Time Collaboration
- ShareFile does not support real-time co-editing of files by multiple users. Instead, it saves new versions of the file each time a user makes changes, which can be frustrating for collaborative work.
User Interface and Folder Management
- Some users find the web browser version less user-friendly compared to the desktop application. Additionally, the platform does not display the size of folders, which can make folder management more difficult.
Notice and Charging Issues
- There have been reports of notice settings for transfers being easily misplaced and the process of capturing or resetting them being awkward. Self-service charging can also be challenging, particularly when changing memberships.
Citrix ShareFile - Comparison with Competitors
When Considering Citrix ShareFile
When considering Citrix ShareFile in the category of collaboration tools with AI-driven features, it’s important to evaluate its strengths and weaknesses against other similar products. Here are some key comparisons and potential alternatives:
Security and Compliance
- Tresorit stands out for its strong security features, including end-to-end encrypted file sharing, which is a significant advantage for teams prioritizing data security. Unlike ShareFile, Tresorit focuses heavily on user-focused privacy and encryption, making it a great choice for businesses with stringent security requirements.
Collaboration and Integration
- Box is highly regarded for its collaboration features and extensive integration capabilities. Box offers real-time collaboration tools, AI-powered content management, and seamless integrations with apps like Microsoft 365, Google Workspace, and Salesforce. This makes Box an excellent choice for businesses that need robust teamwork and content sharing capabilities, surpassing ShareFile in scalability for enterprise workflows.
AI-Powered Features
- Box also leverages AI to automate repetitive tasks, streamline data, and provide insights from unstructured data. This AI-powered platform helps users manage multiple files across workspaces and portals, generating new content based on existing data.
- Taskade integrates AI-powered tools to streamline workflows and boost productivity. It automates routine tasks, generates actionable insights from project data, and assists with research and content creation. Taskade’s AI agents are particularly useful for project management and real-time collaboration.
File Management and Storage
- FileCloud offers a holistic content collaboration solution with a strong focus on security, reliability, and ease of use. It allows self-hosting on-premises, which is not an option with ShareFile. FileCloud also provides a server-sync function, enabling a hybrid cloud approach that combines traditional LAN access with cloud access, a feature that is seldom provided by other ShareFile competitors.
User Interface and Usability
- ShareFile is known for its user-friendly interface and robust security features, but it can have a steep learning curve and higher pricing compared to some alternatives. For example, Qwilr offers interactive web-based documents and a more affordable pricing structure, starting at $35 per user/month.
E-Signature and Document Management
- Adobe Acrobat Sign and Dropbox Sign are strong alternatives for businesses needing advanced e-signature and document management features. Adobe Acrobat Sign offers bulk document sending, while Dropbox Sign provides smart sync functionality. Both offer free trials and competitive pricing.
Enterprise Needs
- For enterprises requiring comprehensive cloud content management, Box and FileCloud are strong contenders. Box offers unlimited storage and user accounts, along with advanced collaboration and integration features. FileCloud, on the other hand, provides robust compliance capabilities and the ability to self-host on-premises, which can be crucial for enterprises with specific security and compliance needs.
Conclusion
In summary, while ShareFile is a reliable choice for secure file sharing and storage, other alternatives may better fit specific business needs. For instance, if security is paramount, Tresorit might be the best option. For extensive collaboration and integration, Box is a strong choice. If you need AI-powered project management and automation, Taskade could be ideal. And for enterprises looking for a hybrid cloud approach with strong compliance features, FileCloud is worth considering.
Citrix ShareFile - Frequently Asked Questions
Frequently Asked Questions about Citrix ShareFile
What are the different pricing plans available for Citrix ShareFile?
Citrix ShareFile offers four main pricing plans:- Standard: $50.00 per month, which includes basic features like file sharing and syncing.
- Advanced: $77.00 per month, adding features such as the ability to send file requests to those outside your network and advanced security options.
- Premium: $122.00 per month, which includes all the features of the Advanced plan plus additional tools like Workflows for task management and in-app collaboration.
- Virtual Data Room: $338.00 per month, designed for high-security and compliance needs, including granular user permissions and dynamic watermarking.
Does Citrix ShareFile offer a free plan?
No, Citrix ShareFile does not offer a free plan. However, they do provide a free trial for users to test the service before committing to a paid plan.How secure is Citrix ShareFile for data storage and transfer?
Citrix ShareFile uses industry-standard security measures to protect your data. Files are stored at rest using AES-256 encryption and protected in transit with SSL/TLS protocols. The service also employs keyed hashed message authentication codes (HMAC) to ensure file integrity and uses SSAE 16 Type II accredited or ISO 27001 certified datacenters. Additionally, ShareFile supports two-factor authentication and OAuth tokens for secure authentication.What are some of the key features for file sharing and collaboration in Citrix ShareFile?
Key features include the ability to share files and folders with customizable permissions, generate secure links with expiration dates and download limits, and initiate approval workflows. Users can also set up folder sharing, assign user roles, and monitor user activity. The service supports in-app collaboration, Office integrations, and mobile apps for on-the-go access.How does Citrix ShareFile handle user permissions and access control?
Citrix ShareFile allows administrators to set granular user permissions, including view-only access, edit permissions, and the ability to download or print documents. Dynamic watermarking is also available to discourage unauthorized sharing of sensitive files. Administrators can restrict user storage, set user roles, and monitor user activity to maintain control over data access.Can I track the activity of files shared through Citrix ShareFile?
Yes, Citrix ShareFile provides features like click trails and analytics, which allow you to track when a file is accessed, downloaded, or shared. You can also receive notifications when someone uses a shared link or reads a document.How does Citrix ShareFile ensure data integrity and backup?
ShareFile ensures data integrity by verifying file size and file hash. Files are stored in replicate with leading Infrastructure-as-a-Service (IaaS) providers to ensure high durability and availability. The service also backs up files according to configurable file-retention and versioning settings.Can I integrate Citrix ShareFile with other applications and services?
Yes, Citrix ShareFile supports integrations with various applications, including Microsoft Office and other third-party services. It also supports SAML 2.0 for single sign-on and integrates with most SAML-compatible identity management solutions.What is the maximum file size that can be shared through Citrix ShareFile?
The maximum file size that can be shared through Citrix ShareFile is 100 GB.How do I access and manage files in the Citrix ShareFile client portal?
In the client portal, users can access files under the Files tab by selecting a project from the dropdown menu. They can also interact with shared folders from the top menu and view recent and favorite files on the homepage dashboard. Clients can upload files which will be stored in their assigned tasks or shared folders.Does Citrix ShareFile support mobile access?
Yes, Citrix ShareFile has mobile apps that allow users to access and manage files on-the-go. This includes features like file previews, media playback, and the ability to edit files directly from the mobile app.