Think about the ways you share files today at work and the proliferation of tools you need to do it.
- Share a few files internally = email attachment
- Share a few files externally = email attachment
- Share many files internally = copy files to network drive or SharePoint (assuming the right shares exist)
- Share many files or bigger files externally = upload files to FTP or customer web portal (assuming you’re allowed to)
Or you may be skipping this mess to use consumer cloud services instead. If there are file size restrictions, if it is difficult to get permission to access storage or if it is unclear how to share externally within the company rules, users usually take the path of least resistance.
Sharing with Oxygen is simple, secure and efficient. With a single interface, you can:
- Share a few files internally, leveraging email, IM or any other messaging service, with support for larger files
- Share a few files externally, leveraging any messaging system, with additional controls like expiration and passwords
- Share multiple files internally right from the desktop, without requiring IT intervention or creating extraneous file copies
- Share multiple files externally right from the desktop, without requiring IT, but providing enhanced controls to shared data
Sharing a few files with internal colleagues is as simple as “right click”
With Oxygen, sharing a few files with colleagues can be done by secured link. It’s right in your Oxygen Drive on desktop or mobile. Just right click (or tap) a file in your Oxygen Drive and “share this file.” Oxygen secure links work seamlessly with your default email client (e.g. Microsoft Outlook) and messaging systems like Hipchat and SMS. Because Oxygen sends hyperlinks instead of the file itself, sending a larger file isn’t a problem (corporate email often still has 10MB file size limits) and it doesn’t impact your email storage environment. Your links are accessible with any browser-enabled device.
Securely sharing a few files with external contractors, suppliers or clients
External sharing is just as simple to use, but you can add an additional layer of security and control by configuring the link to expire and by securing the link with a password. You can also expire the link at any time. Most of our customers enable secure links for all their users, but Oxygen enables IT to selectively control this capability by group. For example, your company may want to disable this feature for your finance team, but enable it for your professional services team. Oxygen would allow you to control the team which doesn’t normally interact with contractors (finance), but enable it for the team that is in constant communication with clients (professional services).
Upgrade to a “cloud share” – How to share multiple files on a project with co-workers
If you’re familiar with network shares, Oxygen Spaces offer a similar shared storage concept, but we add multi-device access, protected online and offline access and a host of security features. Users access Oxygen Spaces inside their Oxygen Drive from any device. Like in the rest of the Oxygen Drive, users can open, edit and save documents right inside the Space. Other users that have access to the space can immediately see changes.
A key point to emphasize is that with Oxygen, a user can see all the content within an Oxygen Space, without downloading the data to their device. This means that Oxygen is uniquely built to support shared directories containing thousands of files or very large files that you don’t necessarily want to download, common occurrences in large businesses. You can even do this offline (which is impossible with network shares).
From the IT perspective, things get even more fun. Admins can define which groups of users are permitted to create Spaces. This allows IT to delegate some management work to business users, which increases the ability to efficiently collaborate while simultaneously reducing IT overhead. The ability to delegate the simple creation of shared storage reduces reliance on silo’d systems like SharePoint. Spaces have full access control by individual user, group or even AD Group. They can also be assigned to different type of backend storage for different cost, performance and security profiles. Think about it – with Oxygen, you can have even better control than standard user management systems, but unconstrained by physical and storage boundaries.
A Virtual Data Room right from your desktop – Sharing multiple files with external clients
Yes, still within one interface, you can also share multiple files with external users. Administrators can specifically designate groups of users that are allowed to do this. Once those users set up the Spaces, they are accessible to external users, on any device, with near real-time visibility to changes. Users can just drag and drop the files and folders they want to share into the correct space, and the specified users will see them immediately.
In most cases, SharePoint and other internal content management systems don’t allow external guest access without adding those users to your directory services. Adding guest users to AD creates too much management overhead for most IT departments. With Oxygen, that burden goes away. Once invited, if the external guest is also an Oxygen user with AD integration, they will authenticate against their own AD before being allowed to access the Oxygen Space that you are sharing. If they aren’t an Oxygen user, they have to create a validated identity and authenticate against Oxygen’s authentication system. In either case, unlike web portals and FTP where any file that is downloaded is no longer under control, a guest user of Oxygen can be removed at any time and all the content in their Oxygen Drive will be instantly revoked and inaccessible.
So there you have it. Oxygen covers a whole range of internal and external sharing use cases through a simple interface and a consistent backend. No need to manage, support and pay for multiple applications like SharePoint, Box, FTP and web portals. No need to consume storage capacity and manage duplicate data in the storage silos that support those multiple applications. No need to manage silo’d user lists and security controls either.
Too good to be true? Well, tools from the eighties and nineties definitely have their limitations. They were designed and built when there was only one type of device and everyone worked in the same network. Things have changed a lot.
Give something newer a try.