Webinar: Get the most out of ShareFile: Projects, effortless security, and e-signature

Introduction

This tutorial will guide you through the key features of ShareFile, based on a recent webinar. You'll learn how to effectively manage projects, enhance security measures, and utilize the integrated e-signature capabilities. Whether you are a new user or looking to maximize your ShareFile experience, this guide provides actionable steps to enhance your productivity and security.

Step 1: Managing Projects

Overview of Projects

• Projects in ShareFile allow you to organize and collaborate on tasks related to a common goal.
• You can include both internal employees and external entities (clients, vendors, etc.).

Creating a Project

1. Navigate to the Projects tab on the left side of your ShareFile account.
2. Click on Create a Project.
3. Name the project and set any relevant details.

Project Structure

• Home: The main dashboard showing relevant information (document requests, comments).
• Tasks: Create tasks for assigned users with due dates and status updates.
• Document Requests: Request documents from internal or external entities.
  • Use the Approve/Deny feature to manage uploads.
• Information Requests: Create custom forms to collect data.
  • Use the Drag and Drop form builder to design your forms.
• Files: Upload internal documents and manage shared files.
• Data Table: Create tables for tracking various data points relevant to the project.

Collaboration Features

• Commenting capabilities to facilitate discussions about document uploads.
• Individual views for external entities to see only their relevant information.

Step 2: Utilizing E-Signatures

Overview of E-Signatures

• The native e-signature feature allows for seamless document signing directly within ShareFile without switching systems.

Creating an E-Signature Request

1. Go to the Signatures tab.
2. Select Send for Signature.
3. Choose a document or template to send.
4. Set the signer order if there are multiple signers.
5. Specify where the signed document should be stored in ShareFile.

Security Options for E-Signatures

• Consider using passcodes or knowledge-based authentication (KBA) for added security.
• Enable automatic reminders for signers.

Step 3: Enhancing Security

Security Features Overview

• ShareFile offers various security features to protect sensitive information.

Implementing Security Measures

1. Secure Share Recommender: Automatically analyzes documents for personal information (PII) before sharing.
   • Administrators can enable or disable this feature.
2. Security Alerts: Get notified about suspicious activities, such as logins from unusual locations.
3. Quarantine Files: Regularly check for files that may contain malware or viruses.
4. Multi-Factor Authentication (MFA): Enable MFA for clients to improve security.
5. User Permissions: Control file-sharing permissions to restrict clients from sharing documents further.

Step 4: Reporting and Auditing

Accessing Reports

• ShareFile allows you to run reports on user activity and file access.

1. Go to the Reporting section under Company Account Info.
2. Choose from basic reports or set up recurring reports for ongoing monitoring.

Customizing Reports

• Use filters to focus on specific users, folders, or date ranges.
• Export reports in Excel or CSV formats for further analysis.

Conclusion

By utilizing the features of ShareFile, you can enhance your project management, streamline document signing, and improve data security. Consider implementing these steps in your organization to maximize your ShareFile experience. For further learning, revisit the webinars or documentation provided by ShareFile to stay updated on new features and best practices.