Tackling File Transfer with Customers in 2022

It’s 2022 and more companies are operating and working remotely than ever before. Potential customers can be anywhere around the world, accessing your website 24/7. And you need a way to send and receive business files in a secure and timely manner.

From online orders to client documents, proposals, submissions, and general file transfer with customers — these routine data transfers keep a business running.

As communication shifts online interactions and data transfers in the cloud, it’s important to know what options there are. Do you need to send files to customers? Receive files from clients? Have files available for clients to access as needed?

Sharing links that grant clients access to a specific file or folder is one option. Using a share link lets you set up any documents to be shared, allowing the customer access them when they have time.

Perhaps you want to create a user login for clients you work with regularly so they can access files you have stored, during their business hours. Business can continue across multiple time zones without having to coordinate meetings or be present for document handoffs.

Or, you may want to embed forms directly on your website to receive files from customers. Keep your business open and receive orders and other submissions from clients anytime.

You can execute all of these with the right file transfer service. Now, let’s look at how you can execute file transfer with customers using a service such as ExaVault.

Sending files to someone is a common type of file transfer between businesses and customers. Customers may need receipts for purchases, documents to sign, or reports to review and approve. Cloud file sharing lets you send relevant documents to clients no matter where they are, including halfway across the globe or three blocks away.

There are a variety of ways for a business to share files. With ExaVault, you can send files directly from the web-based file manager. Choose the files you want to share, enter the recipient’s email address, and send.

Email is a great way to communicate with business associates. Plus it provides you with the client’s email address for future interactions. Quickly locate and select the file or files you want to send. Then have them sent to any recipient via email. The email includes a link that will allow your clients access and take them directly to the shared file or folder. You send the file when you have time, and the client can download and review the document at their leisure.

Another option is to get a unique share link for the file or folder you want to share. Then, simply copy and pass along the link. Send the link to your customers via chat, email, text, or however you communicate.

Additional options to customize how the file is shared are available.  Add a custom message to the email. Set access controls for your share links, like password protection, expiration or maximum uses.

Many businesses require the ability to receive files from customers, even when it is not during their business hours. Some enterprises operate 24/7 in various locations around the globe. The ability to receive files directly into your account makes this part of file transfer with customers so much easier. 

One way to receive files from customers is by setting up a receive folder in your ExaVault account. Find or create the folder you want to receive files into. This will bring up the menu to customize the receive folder. Once you have chosen the settings you want – from requiring a password  or registration to setting an expiration date if desired – you can invite others to upload files directly to your account. 

Another way to make the receive part of file transfer with customers happen is with online forms. Using a file transfer solution with an embeddable upload form allows customers to submit files to you directly from your website. No need to open a separate email application. No waiting for a response from customer service on how to submit their files.

With ExaVault, your business can customize the upload form fields to capture the registration information needed along with the files. The custom form can be embedded right on your site and allows your customers to upload files easily without leaving your website.

There are many types of files you may need to share with clients besides just a paid in full receipt.

Receive signed contracts or business agreements.

Receive images needed for putting together a quote for design work.

Send an invoice to customers so you get paid.

Send diagrams or other mockups for remodeling projects.

Receive submissions to a contest your company is sponsoring.

Send requests on company letterhead as documented proof.

Send terms and conditions for work to be done.

No matter what types of files you need to share, the right solution can provide options for file transfer with customers that fit your business needs and enhance workflows in both directions.

Get secure file transfer for your business!

Send and receive documents required to conduct your business. Find out how you can manage file transfer with customers to share the information you need.

Tackling File Transfer with Customers in 2022 | ExaVault Blog

Find out how you can manage file transfer with customers to share the information you need.

Buying an FTP service requires a bit of knowledge. FTP is an old protocol, but in 2022 many services combine hosted FTP with modern features to fit your business’s needs.

An FTP service is a platform that lets you connect to a cloud server with FTP, FTPS, and SFTP. Typically, most modern FTP services come bundled with many additional features, like an easy-to-use web interface that lets you manage the platform. And you won't have to worry about data security with a service that offers encryption, two-factor authentication, or HIPAA compliance if that's required for your business. Buying an FTP service reduces worry, risk and is often much friendlier on the budget than homegrown solutions.

Historically FTP Service Was Set Up In-House

Organizations, by and large, used to, and today some still do, task their trusty IT departments with establishing FTP service for various departments to use. Doing so requires the use of an in-house system configured to run the FTP service. If you don’t already have an FTP server that is suitable for the amount of intended use, you’d have to acquire one.

Typically, you’d want to configure the server to run both FTPS and SFTP, providing the maximum flexibility for employees or partners that need to connect and transfer files. Although possible to do, configuring and running a server can take a lot of extra work depending on what software package you choose. You may need to run two separate service instances — one for FTPS and one for SFTP.

When you have a physical server somewhere in your organization, you’re often taking on unnecessary risk.

Unless you have access to a secure datacenter grade facility, you’ll be keeping the server in an office. Electrical blackouts, equipment failures, and natural disasters can all pose a threat. These events aren’t that uncommon in reality and happen to businesses every day. Having an on-premise server means also having backup equipment, offsite data backups, and more. That is, if you want to secure and compliant in any way.

Physical security threats are also a risk. The last thing you want is your server walking away with sensitive data. Espionage and sabotage are real things in the business world, and especially in specific verticals that deal with data that could provide high value to thieves. Having servers physically on-site exposes them to many threats if you don’t have proper security protocols in place for access to the hardware.

For many organizations setting up FTP and SFTP service in-house is just not realistic. Buying an FTP Service from a provider is a much more feasible solution that doesn’t require the need to employ IT staff. 

A service with cloud-based access and features is becoming a staple for many businesses. With providers like ExaVault, you can establish FTP service in minutes. Most platforms will also have a list of value-adds that are hard to achieve with in-house IT, like a pleasant interface for users. Above all, you get service being delivered to your employees no matter where they are, empowering borderless productivity.

With an FTP service, you no longer bear the risk of having physical servers in your office. The security, patching, and management become somebody else’s problem. 

Many FTP service providers are continually improving their FTP services – the architecture behind the file delivery, the experience of the web interface, the API and webhook abilities, and much more. That’s all development you would have to pay for in-house with multiple back-end engineers, front-end engineers, designers, product managers, and QA folks.

FTP Hosting Service – Key Features To Consider

When selecting an FTP service provider, what are some of the key features you should consider? Here are a few things you should expect when buying an FTP service.

You’ll certainly want compatibility with FTP, FTPS, and SFTP when you purchase a hosted FTP service. But that’s just the beginning — another big reason non-technical folks prefer signing up for an FTP service rather than hosting in-house is that most services come with a web interface. Browser access makes management of both files and users tremendously easier compared to the old-school way of doing things.

Industries that rely on a lot of creative components are heavy adopters of FTP sites to exchange files with clients. Blueprints, photoshoots, mock-ups, and other design documents are some examples of work that results in large files or folders full of smaller files that need to be uploaded and downloaded regularly. 

An intuitive FTP site that you can access from your laptop, tablet, or smartphone via a web browser makes the process very manageable. Uploading files is also easy with drag and drop functionality, a hallmark of modern FTP sites.

One of the most under-appreciated benefits of buying an FTP service from a cloud provider is having more than one person in your organization with the ability to manage the account and create FTP login credentials.

In the olden days, a marketing staffer would have to go to IT with a request for an FTP account to exchange files with an outside partner. That’s a lot of process and waste of IT staff time in addition to the marketer’s time. Compound that across an organization consisting of a thousand individuals or more, and you have a multitude of unnecessary interchanges happening.

An FTP service can handle all of that much more simply. A proper FTP service like ExaVault’s will have good permissions administration to empower folks you trust to create FTP accounts and restrict those you don’t.

Notifications are a common requirement for keeping on top of critical file transfers. Some organizations depend on notifications built into their file sharing platform to manage projects efficiently.

Some industries specifically want to get a notification of all downloaded files, like bids and quotes, so they can follow up with potential clients to close deals. With a top-rated FTP service, you’ll get notifications no matter the source of the file transfer activity — whether it happens via the web interface or an FTP client.

Detailed access logs are a staple when it comes to requirements for buying and FTP service. Some IT administrators need detailed access logs for auditing all company data transfer, including the IP addresses associated with the users and systems performing file transfers. 

Detailed access logs should allow you to:

Monitor activity in your file transfer account.

Filter logs so you can view the activity by user, type of activity, IP address, and other data points so you can track down specific log entries.

Logs should provide accurate information that can not be changed in any way.

Ultimately the industry your business is in has a lot to do with your needs when looking at buying an FTP service vs. in-house FTP. Consider the everyday file exchanges that happen within and around your organization. This will help inform your requirements for shopping FTP service providers. Lastly, don’t settle for a service provider that doesn’t have access to support staff and online documentation.

Ready to buy an FTP service? Try ExaVault today!

Buying an FTP service requires a bit of knowledge. You'll want great accessibility, cloud-based administration, detailed access logs and to save money.

What to Know When Buying an FTP Service | ExaVault Blog

You'll want great accessibility, cloud-based administration, detailed access logs and all the security features.

How to Access an FTP Server from the Browser

FTP sites have been around long before "the cloud," and Dropbox became household terms. FTP stands for "File Transfer Protocol," which is a long-established way that permits file transfers over the Internet. Many giant organizations such as Microsoft and the Internal Revenue Service use FTP sites to distribute software, documents, and other files.

An FTP server stores files, and software known as an FTP client is utilized to connect to the server to upload or download files. There are stand-alone FTP clients written explicitly for this purpose, or FTP may be packed into another piece of software, like a web-editing tool, which utilizes FTP to transfer files to the webserver. A web browser can additionally serve as an FTP client.

One of the easiest ways to download files from an FTP site is using your web browser. While most people today use Chrome, Edge, or Firefox, your version of these browsers may not offer out of the box support for FTP. In the case that FTP is not fully supported, a little research can be done to make your browser support FTP in the browser itself. 

Start by reading more below about different connection types for FTP access in your browser. You will require an FTP client application to upload files. In many circumstances, you can access an FTP site without any special permission; however, sometimes, you require a username and password. 

Then, depending on your browser, learn more about enabling access to FTP sites via a web browser to get started!

Every organization decides how they wish users to connect to their FTP server. There are three primary ways:

This is the easiest connection technique. You do not have to include any user information. One well-known example is Adobe. Here you can download various versions of some of the free popular applications.

Username required – in this example, the organization needs you to have an account to access the site. Schools generally use this type of access.

Username + password – this is the most restrictive since users are required to have an account and password to access the site. Several companies use this technique for individuals to upload large files to the server.

Despite your connection type, you can use your web browser to gain access in most situations. There are some cases where organizations disable browser access. For example, the web hosting company we use does not allow FTP connections utilizing a browser.

Many public FTP sites do not want you to have an account and instead allow you to log in anonymously. In most cases, it won't be necessary to log in at all, while in others, you need to enter "anonymous" as your username and your email address as your password to connect to FTP. If the FTP site is restricted, which is often the case with commercial or university sites, you will be asked to fill in the administrator's username and password.

If you want to transfer (upload, download, or modify) files between your computer and a secure FTP Server, you just need to enter the username and password to access its contents. It is recommended to utilize one of the below-listed solutions:

Use an FTP Client program (such as the WinSCP or the FileZilla Client or use the FireFTP plugin for Firebox browser) to connect to the FTP Server.

Add the FTP Network location to your Windows Explorer.

Map or assign a drive letter to the FTP Shared folder in Windows Explorer for easiest access.

In this tutorial, you will learn how to access an FTP server using your Web Browser.

One of the simplest ways to connect to an FTP site is with your Web browser. 

Prior to connecting to an FTP server, you should know its hostname (or its IP address or URL) and, obviously, the necessary security credentials to gain access to the shared FTP contents.

To access an FTP Server utilizing your Web browser (Firefox, Internet Explorer, Chrome, etc.):

You need to open your Internet browser and start typing the FTP Server's Hostname (or IP Address) and the FTP port number (in case the FTP Server is utilizing a separate port than the actual default port "21" for the FTP connections) in the address box and press Enter.

Understand the Different Parts of an FTP Address

Once you come across FTP addresses on a webpage, they are generally displayed in the same way as a standard webpage address—with few exceptions:

For instance, you may see ftp.example.com:21. This simply denotes that the address is ftp.example.com, and the port utilized is 21. You will require both when connecting to the FTP server.

If the FTP needs a username, it can be written as username@ftp.example.com:21, where "username" is the necessary name.

If no username is given, then you will typically need to enter "anonymous" as the username when you connect. Understand that you are not truly anonymous when you connect to a public FTP. The host can notice your IP address.

If the hostname of the FTP Server is: ftp.example.com and the listening port for the FTP connections is the actual default port (21), then you need to fill in the address as:

FTP Connection Needs Username and Password

Other organizations offer FTP access; however, they require the user to authenticate by giving a username and often a password. Usually, the files are not for public distribution but for specific purposes. For instance, you want to submit your customer address list to a mailing house. In this case, neither organization would wish the public to access those files.

There are many ways to do these types of FTP connections with your browser. One of the easiest ways is to start the connection just like you did for an anonymous FTP connection.

A password dialog box will appear like the one shown below. You need to enter your username and password if required.

Filling the User Information in the Address Bar

There are additionally some ways to avoid the browser dialog that asks for the Username and Password. While this might save you a step, it can often lead you to make mistakes.

Another issue is that some content management systems keep adding additional spaces and creating hyperlinks from these instance command lines. Remember, there should be NO spaces.

To connect to an FTP server needs a username with Firefox:

In the locator bar, you need to fill ftp://username:password@ftp.xyz.com

If your username was jess12 and password was bosox67, the FTP browser syntax should be:
ftp://jess12:bosox67@ftp.xyz.com

In this scenario, the username contains a domain name such as jess12@xyz.com. Then, you would type:
ftp://jess12@xyz.com:bosox67@ftp.xyz.com

Now, to connect to an FTP server with a username using IE:

You need to type the FTP address in the address bar, such as ftp://ftp.xyz.com.

If any error dialogs appear, then dismiss them.

You will need to enter your username and password in the "Log On As" box.

If you plan to connect to FTP servers regularly, make sure you get a good FTP client. This makes the task of uploading or moving files much easier and simpler than a web browser. For the occasional FTP connection, your web browser will work in the right way. Be extra careful while accessing FTP sites if you are not familiar with the domain. Just because you can get access does not mean the content is safe. 

Next, you need to enable the option to support FTP URLs.


You need to enter the FTP site in the URL field, i.e., ftp://ftp.mccdaq.com/downloads/.

If your computer can't connect to that server, then either your FTP software is not working appropriately, or something on your computer (such as a firewall or other security software) is blocking all FTP connections. You might try utilizing other FTP software, such as the FileZilla client.

The TCP port for FTP is usually set to 21 as a default. If you are having trouble connecting with FTP, your firewall may be blocking it. Don't forget to check your firewall's logs to understand if it has been blocking connections to or from the server IP you are attempting to connect to.

Why is my FTP site not working in Chrome?

FTP is generally disabled by default in Chrome 81. However, you can enable it utilizing the # enable-FTP flag. Now, you need to open Chrome and type "chrome://flags" in the address bar. Once in the area of the flag, type "enable-FTP" in the search bar stating, "search flags." Chrome will relaunch and start supporting FTP.

The existing FTP implementation in Google Chrome has no support for encrypted connections (FTPS) or proxies. The use of FTP in the browser is adequately low that it is no longer viable to improve the existing FTP client. Proxy support for FTP was eliminated entirely in Google Chrome 76.

How can I connect to an FTP server with an IP address and port?

Do you wonder how to access FTP using Windows Explorer? Open Windows Explorer. Right-click on a blank area and select Add network location. Now, click "Next" two times, and in the following screen, type the IP Address and the port number of your FTP Server. Uncheck the Log on as anonymous checkbox and then type your FTP username.

Downloading and uploading a file to/from an FTP server helps you navigate to the remote folder where the file you need to download is stored. Go to the local folder where you need to store the downloaded file, pick the file you need to download from the remote folder. Click the Download button. 

Do you need an FTP site to help facilitate FTP transfers for your business? ExaVault supports any FTP client and has an intuitive web-based interface for file and user management. Contact us to start your free trial today!

There are many ways to transfer files – file transfer protocol being one of them. Did you know you can access an FTP server from your browser? See how a web browser can serve as an FTP client.

How to Access an FTP Server from the Browser | ExaVault Blog

There are many ways to transfer files – FTP being one of them. See how a web browser can server as an FTP client.

Automation technologies have made sending and receiving data files a snap. 

With automations, you can cut down on the manual work of a person logging into the system to download and process submitted files. There are several ways to implement your workflow automations. 

One common option is for a customer or client to upload files to an SFTP server so you can retrieve those for further processing in your system software, such as an order management system. But how do you know when those files are available and ready for processing? What’s the easiest way to get those files over to your systems?

One tried-and-true option is to set up email reminders to notify particular users when files are uploaded. While this takes the least setup, it does have several disadvantages:

Requires Vigilance from Users: The user has to monitor their email to look for those messages about files. A missed email can lead to delays in file processing and unhappy customers.

Requires Manually Accessing Files: The user then has to go in and manually retrieve those files as well as initiate processing of those files. Again, this takes extra time and can lead to errors in file handling.

Another option is to set up a batch script that logs into your file sharing server via SFTP on a regular basis (anywhere from every five minutes to daily). The polling script looks to see if there are new files to download and then downloads those files. While easy to set up, polling also has some downsides:

Timeliness: Files will be waiting on your server until the next scheduled polling job occurs. This leads to delays in processing the files on your end.

Extra Transaction Activity: If you use a hosted SFTP service, you likely have limits on how many activities can happen on your account in a day. Polling is extra overhead and activity usage, especially when most of the polling doesn’t find any files to process.

What would be better is having a way to automatically know when new files are available for processing.

Webhooks get set up on your file server. Webhooks use triggering events, such as a file uploaded to the server, to automatically send a message from the file server to a waiting application on your end. The message includes information about the file. This information allows the application to know the uploaded file's who, what, when, and where details.

In addition to choosing the webhooks on your files server, you’ll need an application to receive those webhooks messages and process them. You’ll need an endpoint URL, so the webhook has a destination. Your application will need to parse the webhook message to identify the file information and have procedures created for what to do with that information. But the headaches of configuring webhooks and the receiving application can lead to a number of benefits.

Webhooks + API: Automate Workflows Start to Finish

Once your application receives the webhook, it needs to do something with that information to make it useful.

With API development on your end, your application can take the webhook message and use it to initiate the next steps in your workflow. For example, a graphic printing business may allow customers to order custom prints with their own artwork. Use your file system to collect that artwork from customers. Once uploaded, a webhook message is delivered to your order processing system, which retrieves the artwork and matches it up with the rest of the order details for completion. All of this happens “behind the scenes” without needing to use your staff resources.

{
  "resources": [
    "/testone.jpg",
    "/folder"
  ],
  "parentResource": "/copyhere"
}

Webhooks Offer Enhanced Reporting Opportunities

Webhooks can provide the necessary data for reports related to files in the file sharing server. 

Need to know summaries of what files have been uploaded? Use webhook triggers on upload events to retrieve and collect information on what files were uploaded and when and by whom. 

Need to know when order processing was completed? Set up a webhook trigger to report when files are moved to a “processed” folder.

When doing business-to-business file sharing, the business with access to the file server is often the only one to know what’s happening on the file server. Improve that by setting up webhooks tied to a particular customer’s folder. These webhooks trigger and send your customer webhook messages when there is information they need to know. If a report has been uploaded for a customer, use an upload trigger to send the customer’s application a notification so they know there’s new information to retrieve.

Webhooks, automated messages from your online file server, help make your business workflows more efficient by: 

Reducing time to receive and process data files, thus eliminating the need for a person to manually check and see if a file is available.

Enabling full-cycle automations in conjunction with APIs allows your applications to automatically retrieve files and process them.

Shining light on the “black box” of your shared file server, so you and your customers know what’s happening in real-time.

To learn more about webhooks on the ExaVault platform, take a look at our webhooks guide.

Cut down on manual work of logging in to download and process files. Webhooks, automated messages from your online file server, make workflows more efficient.

The Joys of Webhooks | ExaVault Blog

Cut down on the manual work of logging into the system to download and process submitted files.

Kimberfire’s Diamonds Shine on Schedule with Direct File Uploads and Automated Transfers

Kimberfire is a Toronto, Ontario-based jewelry store specializing in fine diamond jewelry. They are known for their expert personal service and are considered a better way to buy diamond engagement rings. 

Kimberfire was created to bridge the gap between the online and offline diamond jewelry experience.

When choosing Kimberfire, you get jewelry expertise, the finest craftsmanship, and incredible value. In 2020, they quickly adapted to Covid, implementing appropriate safety measures, including offering virtual appointments while maintaining the highest customer service and satisfaction. Now, as a virtual-first business, you can visit their website to browse diamond jewelry or set up a virtual appointment to select a diamond and design jewelry alongside an expert consultant. In person follow-up appointments are also available.

Needing a Way to Receive Critical Business Files via SFTP 

With direct access to wholesale diamonds through their suppliers, Kimberfire is uniquely set up to offer their customers a wide selection of brilliant stones. Being able to showcase available stones promptly and allowing clients to have the best selection of diamonds was a bit of a problem. 

They needed a way for their diamond suppliers to get new product specs to them quickly, securely, and with the ability to do so programmatically so new files would automatically forward to their final destination. This is a two-step process – receiving the CSV files from the suppliers and getting the files onto the Kimberfire server for final processing. 

The simplest way to transfer the original supplier files would be via SFTP, a secure SSH file transfer protocol. SFTP establishes a secure connection between the supplier’s computer and a server. Without access to a secure SFTP server, the supplier files take much longer to receive, making it more challenging to manage incoming files. Once files are uploaded to the secure server, Kimberfire could have the files forwarded to a location where their proprietary sales platform would take the product data and create listings for available stones for customers to choose from.

Without access to a server to accept SFTP transfers, manual workflows and file management required an excess of time between retrieving new stones from suppliers and making those stones available to customers. They began a search for a way to receive files via SFTP, and in 2016 Kimberfire started using the ExaVault platform. Offering a hosted SFTP solution, ExaVault fit their needs of a secure place to easily receive and manage files uploaded by their third-party suppliers. 

“ExaVault is definitely business critical for us!” 
~ Jonathan Goldberg, President & CEO, Kimberfire

From day one, with their ExaVault SFTP site, Kimberfire was able to receive and process their business-critical files. ExaVault’s user-friendly interface enabled both employees and vendors to onboard and start using the system to upload and share files with no formal training. The ease of use for vendors to share files ensured there was no disruption to their operations.  

One critical task done during the initial setup was to create a home folder for each of the account users based on the location of the diamond supplier. Utilizing the easy-to-set-up user permissions, Kimberfire provided users with a home folder that allows only authorized users to access specific folders. The home folder for a supplier’s location would be the server storage location that the supplier could access. The user would only be able to upload files to that specific location. 

Since Kimberfire only needed suppliers to submit their product CSV files, upload-only permissions could be set for the users. This type of permission setup would let suppliers upload their files without seeing any other files or subfolders. Permissions could also be set to allow or disallow actions such as download, modify, or delete files. 

Managing their workflow is no longer a hassle for Kimberfire or their vendors. Initial CSV files from suppliers get automatically uploaded to ExaVault via SFTP. SSH keys have been set up for each user to programmatically upload the files to the account via secure transfer and passwordless login. Setting up SSH keys allows the user’s system to directly connect with ExaVault and push files to their server.  

Kimberfire has also automated the next step. They use SCP to copy the files back over to their ingestion server on a schedule. SCP is the command-line utility Kimberfire uses to securely copy files from one location to another. This way, employees are not left with stale inventory. When they come to work, the files have been downloaded from the ExaVault server and the up to date inventory is ready to sell.

With ExaVault, Kimberfire has a solid and straightforward workflow in place that keeps their inventory updated and their business thriving. 

Step 1: Suppliers upload files to the designated folder via SFTP. 
Step 2: The files are downloaded via SCP. 
Step 3: Files are processed, and new product is made available to customers. 

If you are looking for a secure FTP/SFTP site for business-critical file transfer, ExaVault can help. We are a leading file transfer platform for businesses of all sizes with tools to help automate transfers, including a developer API, integrations, and more. Contact us to discuss your use case and find the plan perfect for your workflow. Reach out today and start your free trial >> 

Managing workflow is no longer a hassle for Kimberfire. CSV files from suppliers get automatically uploaded to ExaVault via SFTP. File transfer success story >>

Kimberfire’s Diamonds Shine on Schedule with Direct File Uploads and Automated Transfers | ExaVault Blog

Managing workflow is no longer a hassle for Kimberfire.

Planning to Make the Most of Your ExaVault Account

Are you thinking about how to integrate a new file transfer system into your business? When making a big change to your business workflow, it's wise to think through and plan out how you will integrate the new storage and sharing solution into your business.

We have some questions that can help you think about what needs to happen when implementing your new file transfer system.

How will you set up your folder structure?

The first thing to think about is where you want files to be and who you want accessing files. After all, where you place files often dictates who can see them. The access you set can apply to the file transfer platform's web applications and FTP clients.

Do you have different departments that will be using the system? Make a folder for each department that will act as the home folder for all files related to the department. If each department has its own file workflow needs, you can build those out inside those folders as well.

Another thing to think about is if you'll have external as well as internal users in the system. If you have external users, you will want to have a folder structure that makes sure you fully separate the internal and external users. 

Note that you can also use Receive Folders for external users, which we advise over giving actual accounts out to people.

Finally, remember to create your folder structure inside your account and test it out as many times as you want. Take your time and make it right before creating everyone else's user accounts. It's better to make sure it will work before you invite the rest of your company than wait till afterward, causing last-minute revisions and changes.

The next thing to think about is how you want the security of your account set up. Create regular users for the account where you set their permission (such as read / write, create shares, delete files, etc.) or set a user as an admin (admins can access the entire account.)

You want to set up the user role with the minimum permissions you and your business are comfortable allowing. If you don't want any users (except admins) to delete files? Great - just disable the delete permission for the user role.

You can also disable the ability for users to create shares as well - this will ensure users won't be able to share files in the account without an admin's permission. 

Also, keep in mind that you set up SSH keys for any user you choose so they have frictionless access to SFTP. Decide which users get SSH keys -- will they be using the web interface or only accessing the account via SFTP? Does this change how you structure things?

Next up, you want to think about how your users will find out where their accounts are. 

Will you be putting a link to the account on your corporate intranet?

Will you send out a link to the account via a customized welcome email?

Will you be integrating ExaVault into your corporate website via a custom domain?

Or will you build ExaVault into your business fully via an API, and no one actually does anything outside of your application?

Answering these questions will inform how you should structure everything inside your account to ensure users can access the account, locate files and easily perform the necessary actions.

Adding a link to log into the account on your corporate intranet page keeps it readily available. Ideally, this is a location employees typically go for reference and get direction on company policies and tools. This limits access to employees and those who have access to corporate documentation.

Welcome emails are an excellent way to introduce your file transfer platform to new users. A customized welcome email allows you to provide more detail on how to access the account and what to expect on the first login – often including directions to change the password and how to contact support. The user can log in and save the link in their bookmarks or keep the email for reference.

Integrating ExaVault into your domain provides a more cohesive experience with your file transfer site. Take it a step further by integrating the ExaVault file transfer interface directly onto your site. Fully integrated file transfer reduces confusion on where to go to upload and download files, acting as a way to access the web interface from your website. SFTP transfers will still require an FTP client or command line.

What will your internal business workflow look like?

Lastly, take some time to think about what kind of internal processes you want to impose on the system's users. 

Under what circumstances should shares be created (if they have permission to do so)?

Is there a particular group of email addresses always included when notifications get set up?

What kind of business role should have access to the account?

What business roles get access to the web application vs. an FTP client?

Take the time to think through your workflow and primary use case for file transfer. 

We are happy to walk through your use case with you and help you get set up with the right account for your needs. Contact us today to start your free trial!

A wise person said make sure to take the time to think through and plan out how you will integrate your file transfer platform into your business. Read More >>

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ExaVault’s steps to ensure we’re GDPR-ready include:

GDPR-Compliance & the Future

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