Phew 2011 has so far been a busy year at TrueShare.
Our focus has been primarily on three exciting initiatives: 1. advancement of our TrueShare Enterprise server; 2. preparing our new TrueShare On-Premise (Private Cloud) server edition; 3. completing our file integration capabilities in our killer API and RESTful web services.
With all of these initiatives (and others) completed on schedule, we are pleased and excited to see them in use at this time and we are looking forward to working with our business partners and developer partners as we continue to advance our online file server platform.
We will release new blog posts over the next week specific to each of these three initiatives to provide a detailed exploration of each and what they offer.

No doubt about it…great customer service never gets old…and speaking of old, that is where I’ll start this post. Did you know that in 2011 TrueShare is 9 years old!

9 years old – that is ancient in Internet years. That is before Web 2.0 was even a thing (although an ambiguous thing, a thing nonetheless); before social networks lived; before AOL fell and before Apple shined (of course I could fill many pages recounting the countless Internet changes occurring in the last 9 years so I’ll stop now but I just couldn’t help myself – 9 years is a long time).

Looking back I have to say that Great Customer Service is the reason we have been successful.  In this highly competitive space, we have seen dozens upon dozens of competitors offerings come and go. Some of these were good, some bad, many offering free services, many offering endless features, but despite the differences all were still quite similar and now today most of them are gone. So what gives?
What has enabled TrueShare to be successful over 9 years?

Loyal customer’s due to Great Customer Service

That is our difference maker. Don’t get me wrong, of course you have to have a revenue model that will sustain life in the business, which we have, and our technology and features are sweet but after that everything else stems from caring about your customer’s experience with you and your company – if you don’t care (or at least create the perception that you care) you will not succeed.

The key to our long-time customer service success can be summed up in 2 words –
the Mitchman (i.e. Mitch Matt). While Mitch wears many hats beyond supporting our TrueShare customer’s, he is arguably the most responsive, mindful, and caring customer service provider you will ever meet and his consistency and dedication has been the key to our great customer service and to our success as a cloud storage service provider over the last 9 years. 

Thank you Mitch and Cheers to Great Customer Service – it never gets old!

If you have ever worked with Mitch please share your experience in the comments section below.

With healthcare organizations supporting mobile workforces that always seem to be growing, HIPAA regulations and the security of electronic medical information is obviously paramount.  But securing this information without hindering operational efficiency or effectiveness is no easy task. 

When you consider the complexity of the industry combined with the complexity of the information and volume of information that has to be shared, it is clear that a simple, flexible, and powerful solution is required.  Not a complicated solution that “does it all”, but instead a tool that fits easily into a workplace, without disruption, and is always there and only there when you need it.

TrueShare is such a tool.

Because TrueShare is a secure online file server, it is an ideal addition to any HIPAA Compliance or Disaster Recovery plans for healthcare organizations. With extensive security layers (TrueShare Security White Paper) and a rich set of features (TrueShare Features Page) that will simplify file access and file sharing in any environment, TrueShare empowers a workforce without overwhelming – for a fraction of the cost of a traditional in-house file server.

To learn more and for a Free Trial (no credit card required) go to the TrueShare home page: http://www.trueshare.com/

WHAT!!! …did he say what I think he said…why he must be crazy…every office needs a file server…right?

Umm, wrong – at least not an in-house file server!

 While most offices do still and likely always will need a file server of some kind, it is time to start looking past the conventional idea of an in-house file server. Today you may find your office functions just fine – or even better – with an online file server.

 Should your office join the thousands of others that are realizing how easy and effective change can be in the cloud?  With advantages like no start up cost, no hardware costs, scalable usage and pay-as-you-go pricing, it is hard to beat an online file server like TrueShare – and with TrueShare’s exclusive Unlimited Users feature, the flexibility and value are unmatched.

 When you consider what you DON’T have to deal with if your use an online file server (Purchase the server, Set up the server, Configure the Server, Configure Users Computers, Protect the Server, Maintain the Server, Backup the Server, Setup remote access, etc.) – it is easy to see why so many companies are making the switch to storing their files in the cloud.

 The Cherry On Top of all this goodness is the fact that you can “test the water” before diving in head first.  It is very easy to begin using an online filer server without making changes to your current operations. Once you are convinced of the benefits, you can create a transition plan that will allow you to gradually replace your in-house file server – with no aches and no pains to your business.

One great aspect of TrueShare that I don’t think gets talked about enough is team collaboration.

That is what the TrueShare Unlimited Users feature is all about – Go TEAM!

As far as I know TrueShare is the only online file system that offers unlimited users – which is essential for doing business without constraints!

However, in this blog I’m talking about two other features that make teamwork so smooth in the TrueShare system – Workgroups and Forums.  These features work great as stand alone tools, or can be combined for seamless collaboration across your organization.

I’ll give you a brief explanation of each feature and then show you how to enhance your team collaboration with both features working together (check out our spotlight features or features page for a more in-depth look).

The Workgroups Advantage

Workgroups really takes advantage of the unlimited users feature of TrueShare.  A business that offers each employee, client, or all of the above a user account can easily use Workgroups to organize and delegate.   In fact, when you add a user to your TrueShare account, it automatically offers the option to include them in a workgroup from the start.

So why bother with Workgroups?  Like User Groups, which allows you to manage groups of user’s permissions as a single user, Workgroups allows you to manage user’s folder permissions just as effortlessly.  Once you add users to a workgroup, they then have access to workgroup specific folders with only the permissions you assign.  These specific folders can consist of both workgroup only folders which are only visible to users in the group, and public folders which are visible to all of your TrueShare users if assigned.  These folders allow for workgroups to collaborate on files away from other users or in conjunction with them, which is great for security and general organization.

Enhanced Communication via Forums

When conducting business across the country or even across the world, communication between teammates can get lost.  Emails get buried and phone calls get forgotten.  The easiest way to communicate about specific projects or files is through forums, which have been dominating web communication for over a decade.

The TrueShare forums act like any other forum site or application.  Users can create new forums, topics and posts, and utilize standard html text editing for custom formats.  The shining feature of forums, however, is the permissions and management system.  Within the forum editor you can assign forums to specific users, folders, workgroups, or user groups; you can manage active, inactive and locked forums, and monitor all posts and topics within each forum.

Now lets look at using Workgroups and Forums together for ultimate team collaboration.

Workgroups and Forums Team Up for Collaboration

With Workgroup organization and Forum communication used together in the TrueShare system, teams can collaborate more effectively than before.  When assigning users to a forum, one of the options is to assign a workgroup.  This allows users who are already collaborating on projects and files within their workgroup folders to communicate in their very own dedicated forums.  How could collaboration be any easier and well organized?

Even without the addition of other team facilitating features such as file versioning and folder syncing, Workgroups and Forums provide a superior collaboration experience for big and small businesses, and even students or families, one you can’t get with other file sharing and storing services.  So if you’re trying to organize groups online and are finding it difficult, or are just looking for a service that is dedicated to quality and a superior customer experience, check out the Forums and Workgroups features in the TrueShare online file system.  And look out for more blog topics on team collaboration in the future.

I find that when I am working on a file that follows me through the years or a piece of writing in general, I either end up losing original versions to the black hole on my hard drive, or a folder full of the same file with a different name.  I was recently working on my budget spreadsheet at home and realized that I had about 8 tabs in it with various versions of the data. A few examples of tab titles include old, current, 6/30/09, and others.  Sound familiar?  I think most people find themselves in this same type of situation but are at a loss of how to fix it. So the question is, how does someone go about organizing different versions of the same file, and what tools do they use?

In IT circles, file versioning has been around for quite awhile. Managing the various versions of code during development is a core challenge, one that forced companies early on to come up with a way to easily keep track of changing data.  The solution, of course, was file versioning.  So what is it? In short, every time you save a file that has been versioned, the previous version isn’t overwritten but moved to some other location and archived automatically. Any document or file that changes over time can benefit from versioning, and it saves people from doing the manual version of renaming original files with dates and numbers or using Save As features.

Tools for Quick and Easy File Versioning

Although it’s not as popular in a home or non-tech business setting, file versioning tools have found their way into the mainstream.  Many new operating systems now come with built in technology that provides a type of file versioning. TrueShare also provides versioning, allowing you to set the online file system to monitor any folders you choose. Whenever you upload a file to a folder in your TrueShare account with file versioning turned on, if that file has already been uploaded, the old version is archived and the newest is put in its place. And if you ever need to access an old version of the file, you can just click on the File Action Menu of the file in question and select Version History. All old versions of the file will be made available for you to download.

With TrueShare’s file versioning you can easily keep track of changing data while keeping your online and offline storage clean and organized.  You can even sync up folders between your hard drive and your TrueShare account with our Auto Tran feature.  Auto Tran will monitor changes in one folder and upload them to the other.  If the changes are a revised version of an already saved file then TrueShare file versioning kicks in and organizes it appropriately.  Using this method on the budget spreadsheet I mentioned earlier, I can now delete all of my extra tabs and extra file saves making my computer and TrueShare online file system clean and tidy while securing all of the data I care about.

If you are suffering from a similar situation of messy folders and lost file versions, give file versioning a shot.  And with TrueShare’s file versioning plus Auto Tran, you can store your files and all of their previous versions safely in “the cloud” automatically.  I especially recommend TrueShare file versioning to writers like me who need instant access to their hordes of rough drafts and revisions.

Tell us how you take advantage of TrueShare’s file versioning feature:

…and rightfully so.  With so many features and so much flexibility, TrueShare can bridge the gap between countries and continents across the globe.

As the TrueShare file storage and file sharing system grows in feature and function, so does our global user base.  On any given day TrueShare is accessed from as many as 50 countries, and in the last 6 months we have had users from over 140 countries and territories.

With cloud computing and TrueShare, the world is any business’s oyster.  Companies are finding that online collaboration with remote offices, sales forces, and even research teams across the world can be both simple and affordable with features such as TrueShare’s unlimited users.  Reporters can use automated online transfers to submit stories from the field, Universities can communicate and organize globally with students and faculty and both travelling business folks and vacationers alike can take advantage of TrueShare’s superior file sharing and storing capabilities.

Check out the top 10 countries using TrueShare.

Data provided from Google Analytics (October 27, 2009)

1. US
2. Australia
3. United Kingdom
4. Philippines
5. Canada
6. India
7. Ireland
8. Italy
9. Mexico
10. Israel

Imagine what a global presence can do for you!

How To: TrueShare DropBox

DropBox is one of the applications that come with the TrueShare for Windows software download.  TrueShare DropBox is a handy little utility that makes uploading files from your desktop to your online file system quick and easy.

One of the problems that can arise from using an online file system is being forced to always manage them from a browser.  Companies usually don’t like their employees constantly reaching for a browser because the ability to stray to other websites is always a temptation. With TrueShare for Windows we have worked to minimize this problem.  For uploading files straight from your desktop to your TrueShare online file system, DropBox is your go-to app. For browser-free file management and downloading, TrueShare Explorer is the answer.

The Many Features of DropBox

While using DropBox to upload files from your desktop, this utility has some additional features that you may find very useful.  Automatically, DropBox opens with the option to stay on top of your other applications.  This lets you search for files you want to upload or work with other applications without losing DropBox among open folders and programs.  Once you find the files you want to upload, you can drag them from their location and into your DropBox to place them in queue for upload. You can also set the auto upload feature and it will upload the files immediately upon dropping them into your DropBox. You can turn the “Stay On Top” feature off by right clicking if you would prefer to not use that feature.  This brings us to the other functions of TrueShare DropBox.

In the right click option menu you will see Add Files, Clear Selected, Clear All, Upload, Settings, Hide Drop Box, Stay on Top, and Auto Upload.  The first three are self explanatory, and provide easy manipulation of which files are in the box.  Upload is the option you click to immediately upload everything that is sitting in your DropBox queue.  If you click upload and haven’t selected a folder yet, it will prompt you to do so. You also change your destination folder in the Settings option.  Since you log in to your TrueShare account upon the startup of DropBox, Settings will pull your folder tree from your online system so you can easily select the folder you want files to be uploaded to. You can also change the dimensions of the DropBox box, and hide the title bar if desired.

Auto Upload, mentioned earlier, is the true star of TrueShare’s DropBox features. If you check this option, any file you drag into the box will be instantly uploaded to your TrueShare account in the designated folder. The text for the file doesn’t show up in the DropBox, but you will see the progress bar with larger files. You can easily upload files in mere seconds with this feature, and all without opening an internet browser.

Free Apps Save you Time and Money

Considering TrueShare DropBox is a free add-on application, I can’t imagine anyone wouldn’t use it.  DropBox just sits in my system tray, ready to upload files at any moment.  If you already have a TrueShare account and haven’t tried out our free apps like DropBox, Explorer, and Auto Tran, download our TrueShare for Windows software today and see how easy it is to use an online file system with these free add-on applications.  If you don’t have a TrueShare account, sign up for our free 7-day trial and experience a full featured business account with all the bells and whistles with no credit card necessary.  You can even download DropBox and give it a spin.

TrueShare File Encryption – Words for the Wary

Security is always a concern when sharing, storing, or hosting your files online.  Understandably there tends to be an apprehension about storing your work or personal information online where it is perceived that hackers, viruses, and prying eyes can get at it.  Businesses especially desire to protect their important files and sensitive documents.  TrueShare understands this concern, which is why we go to the effort of making sure your online storage is more than safe with SAS 70 and HIPAA compliant procedures.

Never worry about file security again because TrueShare protects your files by encrypting them during upload and download transfers, and while at rest on the TrueShare servers, as well as employing numerous other security steps.  Even your personal information such as usernames and passwords are encrypted using a one way RC4 or MD5 method so that no one, including TrueShare employees, has access to your files, login information, or credit card information.

Folder level encryption

For that extra level of security on a project or group of files, TrueShare offers folder level encryption.  Each folder in your TrueShare account has the option to have its contents encrypted.  This option uses the Rijndael algorithm method of encryption with the key size of 256 bit. This is the same method adopted by the US government, standardized in the Advanced Encryption Standard (AES.)

Peace of mind with TrueShare

Even if you don’t require a Fort Knox of security on your files, rest assured that TrueShare is constantly working to keep your account safe. Your files are encrypted at the front end, back end, and everywhere in between to ensure HIPPA and SAS 70 compliance.

To read more about our security measures, take a look at our Security White Paper.  If you have any questions or concerns, be sure to contact our customer service at 1-877-700-4999 or support@trueshare.com.

How can you easily and securely share computer files with clients, coworkers, friends or family?

Email Attachment File Transfers…

We all know that sending files via email, especially large files, can be quite a hassle. Have you ever tried to send a co-worker or client a big spreadsheet in a hurry, and were faced with the problem of how to send it. If you choose email as most people do, you stand the chance of your computer bogging down during the transmission especially when trying to send large or multiple files via email attachment. This not only delays the transfer, it also interrupts your work. On top of that, email, in most cases, is not secure. It is slow and cumbersome, not to mention the possibility of the email itself getting blocked because of the attachments. There are just too many ways that sharing files via email attachments can fail, so what do you do?

FTP or Thumb Drives…

If you are lucky enough to have an FTP server in your organization (J) you may be familiar with the joys of using an FTP client to connect and transfer files…or maybe you have even gotten to administer an FTP server to set up user access permissions.  Like email attachments, but for different reasons, there are too many ways in which FTP services are not practical for businesses that need an easy file sharing and file access solution.  Another approach to addressing the file sharing file access problem may be to use thumb drives but this also will usually fall short of a viable solution..  A thumb drive is great for transferring large files if you have the computer in front of you but again they are just not practical beyond that….so now what!

Free Online File Services…

Well, after a little research you could find a good online file storage solution to solve the problem.  But there are so many. Oh, and there is all of these free or dirt cheap offers that sound so good.  Why not try one of them to solve the problem. But wait! Buyers beware! You usually get what you pay for!  Don’t forget that a bad solution in business always cost more in the end.

In our experience, these offers do not provide a quality online file system for you to store, access, manage, and share your computer files from any where at any time. They are also usually lacking in security features, are limited in functionality, and can become a straight jacket on your ability to operate efficiently or effectively.

Enter TrueShare Send-A-Link…

TrueShare’s Send-a-Link feature enables you to quickly and securely share files with anyone that has an email address. You can provide access to an unlimited number of files of any size less than 2 GB with just a couple clicks.

Send-A-Link is more than an email attachment alternative. There are many features that you can utilize as well. You can set up your Send-A-Link to notify you with an email when your recipient has downloaded a file. You can set the emailed link to expire after a certain date or to require a password be entered to download the files. These options are great for sending secure work documents to clients and colleagues in or out the office, providing a specific subset of files to an employee on the road, or just sharing music with family and friends. You even have to ability to send to an unlimited number of recipients and these recipients will receive individual emails so that anonymity between recipients is upheld.

To use Send-A-Link simply select the files in your TrueShare account you want to share, click the Send-A-Link Icon, select the recipients from users already in your TrueShare account or add recipients that do not have a TrueShare user account, set the options for password protection, expiration period, and notifications, enter a subject and a message and send it. Recipients receive an email with your message and a link to a secure webpage where they can access the files you selected.

You might be thinking that process sounds a lot like putting an attachment into a regular email.  The difference, especially when you’re working with multiple large files, is that you only need to send one email to accommodate all of your files. Plus, the link that is sent takes up hardly any space so that the email loads quickly.  If you’ve ever hassled with multiple large email attachments, you know that this is usually not the case.

So if you’re tired of wasting time and energy on email attachments, give the Send-A-Link feature a try.  You’ll find you that sending files can be secure, quick, and easy.