Citrix ShareFile

ShareFile Overview

ShareFile is a secure file sharing and document workflow platform built for businesses that deal with sensitive information on a daily basis. Founded in 2005, it started out as an alternative to FTP. The software then quickly developed into a full on enterprise solution for companies dealing with patient records, financial statements, sensitive contracts, etc.

Today, ShareFile has grown to be used by over 90,000 subscribers who need a reliable software to protect their sensitive data during business transactions.

In Oct 2024, Progress Software Corporation stepped in and acquired the platform, and since then it’s been powered up with AI capabilities that modernize document management for heavily regulated industries.

This overview covers ShareFile’s features, pricing details, use cases and much more to give you a well rounded look at if this platform is the right option for your needs.

Security features

ShareFile offers secure data sharing with features like:

• 256-bit AES encryption. Files are stored and transferred securely using bank-grade file encryption in transit and at rest.
• TLS 1.2 protocol. All uploads and downloads are protected via SSL/TLS encrypted channels.
• Two-factor authentication. A second verification layer for all users at login, supporting corporate credentials and SSO.
• Role-based access controls. Granular folder and file-level permissions (administrators can choose co-workers and individual users to grant specific access levels).
• Secure links. Each download uses randomly generated secure links via HMAC authentication codes, preventing unauthorized access.
• Audit access. Detailed activity logs let you audit access directly.
• Dynamic watermarking. Available on higher-tier plans to deter unauthorized sharing of sensitive documents.
• Malware scanning. All uploaded files are scanned for known malware.
• Remote wipe. Administrators can remotely lock and wipe ShareFile data from a lost or stolen mobile device.
• HMAC-secured download links. Provide secure links that are randomly generated for each transfer. This prevents blocking guessing attacks so that only authorized recipients can access files.

Pricing

ShareFile offers four subscription tiers: Advanced, Premium, Industry Advanced, and Virtual Data Room, with both monthly and annual billing. Annual plans come with roughly a 10% discount compared to monthly rates.

For those who want to try and enable advanced features, there is a free trial available on Premium, Industry Advanced, and Virtual Data Room plans.

Unique features

ShareFile goes beyond a standard file manager. Several of its advanced features are purpose-built for client-facing work, and it offers secure data sharing tools that make it a stronger fit for professional services firms than a generic cloud storage tool like Google Drive.

• Branded client portal. Businesses can set up a white-labeled, password-protected workspace where clients upload files, complete tasks, and access data — all under the company’s own branding.
• Integrated e-signature. The Premium plan includes built-in e-signature at no extra cost. Once a document is signed, it gets automatically saved in your ShareFile account, and the person who signed it doesn’t need a ShareFile account to do so.
• File encryption for email.  The body of email can be encrypted too, not just attachments. The receiving party doesn’t even need an account or a password to view or respond to your emails.
• Virtual Data Room (VDR).  It’s a secure environment for M&A transactions, fundraising or legal due diligence. You can also give access controls and dynamic watermarking to shared files.
• AI-powered share setting recommendations. AI technology detects any potential errors that might be caused by humans when sharing files. It also recommends safer sharing settings based on file sensitivity. 
• Workflow automation. Teams can automate the approval process as well as other document requests, and onboarding flows without needing to get IT involved.
• StorageZone Connectors. Administrators can store data in existing folders on their own servers, Citrix-managed data centers, or connect to existing storage systems.
• Zapier integration. Connects with over 4,000 applications for teams that want to automate cross-platform workflows and extend their device capabilities.
• Google Drive and Microsoft 365 compatibility. Users can sync multiple files and access data across Google Drive, Outlook, OneDrive, and other tools from a single ShareFile account, reducing the need to switch between apps.

Customer support

ShareFile offers several support channels, which is important for businesses that rely on the platform for daily client work. One thing that really stands out in user reviews is the incredible quality of support that ShareFile offers and how quickly their team responds to any issues that may arise.

• Phone support: Users can call ShareFile specialists to design plans and troubleshoot compliance-specific needs.
• The Help Center. A comprehensive self-serve knowledge base that covers all the basics, like setting up the software, features, integrations, and troubleshooting.
• Live chat. If you are an active subscriber, you can get in touch with the team through the dashboard.
• Onboarding assistance. This is a nice feature that provides dedicated onboarding support to help get teams up without having to call in the IT department.
• Learning Resource Centre. ShareFile also offers video tutorials, guides, and webinars for users of all levels.
• Partner support programs. These are available for resellers and enterprise clients who have more complex needs when it comes to deployment.
• Round-the-clock availability. ShareFile offers customer service 24/7, which is really useful for teams working across different time zones or dealing with urgent client requests.

Document management tools

ShareFile was built with the idea that handling file sharing and document management should happen in the same place. For teams constantly juggling high volumes of client documents, this streamlines the whole process and cuts down on the need to bounce around between different tools.

Here’s what ShareFile offers in terms of document management:

• Version control makes sure all your documents are up to date in one spot and minimizes the chaos that comes from dealing with different versions.
• Template library gives you access to pre-built templates for workflows like client onboarding, document request lists, and e-signature sequences. These templates can be customized. 
• Collaboration spaces are specifically designed for ongoing projects – places where teams and clients can share files and keep track of what needs to happen next in real time.
• Rapid client onboarding flows reduce manual back-and-forth when bringing on new clients.
• Digital document request lists include structured checklists that cover exactly what needs to be submitted, with automatic tracking of what’s been received.
• Microsoft 365 integration (Outlook, OneDrive, and other gmail apps) simplifies how users save, send, and request files without leaving their existing tools.
• Mobile access is covered for iOS and Android. This way you can get to your documents from wherever you happen to be.
• File retention controls are also built in, so admins can set up automatic file deletion and data retention policies to keep everything in line with compliance requirements.

Pros and cons

ShareFile works well for teams where secure file sharing for business is a daily need. That said, it comes with a few trade-offs worth knowing before committing. 

Clientele and case studies

ShareFile serves over 86,000 customers across industries, including accounting, legal, healthcare, financial services, insurance, construction, and real estate. Some of its users include:

Case studies

Here are some examples of how companies from various industries benefit from using ShareFile for secure file sharing and management:

Eggemeyer Associates Architects

Eggemeyer Associates Architects, a U.S.-based architecture firm, needed a secure and simple way to share large project files with clients and partners.

Using ShareFile, they were able to centralize document storage, securely send large design files, and control who had access to sensitive information. The platform also made it easier to collaborate with external stakeholders without relying on email attachments or physical transfers.

As a result, the team improved project communication and created a more professional and secure client experience. They also reported over $1,000 monthly savings as they moved from a self-hosted FTP tool to ShareFile Premium.

NAEGELI Deposition & Trial

NAEGELI Deposition & Trial needed a reliable way to handle and deliver highly sensitive legal documents to clients.

With ShareFile, they introduced secure file transfer and provided controlled access for legal teams and clients. This allowed them to safely distribute deposition files, transcripts, and case materials without risking data breaches.

The result was faster delivery of legal documents and a more efficient workflow for managing confidential case information.

Jitasa

Jitasa supports hundreds of nonprofits and needed a scalable way to manage financial documents across multiple clients.

They implemented ShareFile to create a structured system for collecting, storing, and sharing their financial data securely. ShareFile secure file manager helped them to reduce manual work and stay compliant with data security requirements.

This allowed Jitasa to scale its operations and spend less time on administrative tasks while focusing more on delivering value.