Secure File Sharing for Your Business

Securing your company’s files is every employee’s responsibility. In this blog post, we’ll cover a variety of traditional methods for sharing files, pros and cons for each method, and how Onehub can help you share more securely.


For many people, email can be both a blessing and a curse. While it’s truly wonderful to be able to communicate with anyone anywhere in the world, this freedom can make things dangerous when it comes to sharing files. If someone attaches a file to an email (i.e. your company’s client list), you have no control over or insight into what happens to it after they hit the send button.

Many times this type of security breach goes unnoticed. With Onehub, you can control who has access to the files and if they are allowed to download files. You can make files view-only if needed so people only have the level of access you want.

Stolen Devices and Data

Stolen devices can lead to stolen data if you keep files on your local hard drive or mobile device. With Onehub, your files are stored in the cloud and if a device is stolen, the thief cannot access them without the appropriate password. The device can be replaced and work can continue as usual.

File Servers

It wasn’t that many years ago when file servers were the primary location of most company files. While they are still popular, there are many things to consider if you’re going to share files over the Internet. You have to make sure that your server is fully protected and that all of your security patches are up-to-date. Specifically, you must maintain a firewall with the proper settings and monitor it to make sure you’re not having any breaches in security. Some companies are great at making sure this is done properly, but for many companies service management can be an undertaking.

With the Onehub public cloud file sharing solution, all of this is done for you. Onehub handles the firewalls and makes sure they are set up properly. We stay up-to-date with security patches and make sure that only the appropriate people have rights to your files. Additionally, users outside of your company will not have to install complex FTP software in order to access your files.

Data Encryption

While you may need to encrypt data when sending it via email or even storing it on your local hard drive, Onehub users don’t need to encrypt data when sharing files. Data encryption can be very cumbersome, as it requires that everyone have the proper decryption software along with the security keys to decrypt files. In Onehub, files are encrypted as they are uploaded and then stay encrypted while stored. When you share a file with someone, a copy of that file is de-encrypted as it is requested by the individual accessing the file.

So, as you can see we’ve worked really hard to make secure online file sharing easy. Rest assured that we’ll continue to innovate and develop ways to protect to your data in every situation.

New Horizon Security Services Case Study Shows off Onehub’s Secure File Sharing


New Horizon Security Services (NHSS) knew they needed a better way of sharing files amongst 400+ employees scattered across the state of Virginia. The family-owned business has four offices statewide. NHSS provides armed and unarmed security for government agencies, shopping malls, and private companies.

Kate Painter, the Communications and Public Relations Specialist, was nice enough to engage in a case study with us that explores why they choose to switch to Onehub from their existing file sharing software.

“We like Onehub a lot around here,” says Painter. “It gives us a central point to go to for sharing files and ensures people have access in the right ways. It’s convenient, quick, simple, and effective for everyone.”

NHSS: Onehub Power User

NHSS tried a few other solutions for secure online file sharing, but they didn’t meet their needs. Eventually, they tried Onehub and found it to be easier to use with more of the capabilities to closely manage who can share their files and to what extent. These included tightly controlled file access, file usage monitoring, the ability to view files without downloading, customizable client portals, and enhanced security.

NHSS uses Onehub for their client portal needs. This allows employees to easily access files, forms, centralized benefits info, company updates, newsletters, links to online timesheets, training info, and more. NHSS employees use the portal to assign tasks to their colleagues and for online file sharing.

With hundreds of files uploaded to the Onehub client portal, NHSS is happy to be using Onehub. As Painter puts it, “It seems like it’s been here forever now, so often do we use it. It’s easy, customizable, and a great communications tool.”

Onehub’s Secure Online File Sharing

NHSS is able to control access to the people that use their Onehub workspaces.  For example, management teams are able to post tasks and comments on files, and they can control whether added users are only able to view or print files. Client invoices have limited access rights and other files are locked down to prevent any type of unauthorized alteration.

“Being able to limit Onehub’s functions to certain users or files helps us keep things private or make them public as we need,” says Painter.

New horizons security services has grown to depend on Onehub to help them run their business. Onehub has become an integral part of NHSS in that each new employee is required to learn Onehub as part of their orientation. This shows the strong partnership between the two companies. Check out the case study to learn more.

A Year in Review – 2013 at Onehub

We’ve had a busy year developing features to make Onehub even easier and more efficient. Here is a glance at some of the most interesting things that happened at Onehub in 2013:

Google Drive Integration
In April, we integrated Google Drive with Onehub. This means you can give your entire team (and customers) access to edit documents directly within Onehub. This new feature helps our users save time, work more efficiently and collaborate easier with colleagues.

Workflow Tasks
We also added the collaboration feature of Workflow Tasks in April. This feature allows you to ask people to review or approve files within your Workspace. You can write a comment in the task to give and receive feedback throughout the entire edit / review process.

Simplified Pricing and Unlimited Storage
In May, we launched simplified pricing and unlimited storage. The simplified pricing plans make it easier for new Onehub users to pick the right plan. Also, you asked for more storage and we listened. The Team Edition now includes 1TB of storage, and the Business Edition has unlimited storage.

Saving Mobile Files to Onehub from Your iPhone and iPad
In July, we brought cloud mobility to the iPhone and iPad. Now you can upload files from your mobile device directly into the Onehub app, from anywhere anytime.

24/7 Phone Support
In October, we went 24/7 with all day phone support. Now, when you’re up late working on a project and have a question about Onehub you can reach a live person by phone who can help answer your problems and get back on track.

Favorites Were Added to Make Navigation Easier
In December, we added another feature that is destined to save Onehub users lots of time. The new Favorites function allows you to select specific Workspaces and make them Favorites. A new card view will appear at the top of the screen for easy access and a quick view of Workspace users and activity. This allows you to quickly access your Favorites instead of scrolling through a huge list of Workspaces and files.

We Published More Case Studies

  • Moss Warner talked about why they love Onehub as a client portal.
  • White Wolf Capital discussed how they wanted a secure and easy data management system.
  • Hilco Industrial shared with us how they needed secure control over their files.
  • Birch Capital talked about how they use Onehub’s advanced customization and user permissions.
  • PRG told us how they improved efficiency and collaboration with Onehub.

You Met Some of Our Staff
This year we showcased the following Onehub gurus:

  • Matthew – Onehub’s design lead and avid video game player
  • Brian Moran – Onehub’s CTO, co-founder and outrageous cyclist
  • W. Andrew Loe III – Onehub’s lead developer and sailing fanatic
  • Brian Warren – Onehub’s designer and typography enthusiast

We hope you’ve enjoyed our recap of 2013. We are SO excited for 2014 and will continue to make Onehub better. Happy New Year!

Meet Brian Warren – Onehub Designer and Typography Enthusiast

Each month we focus on helping you get to know the great people that work at Onehub. This month, we will be focusing on our lead designer, Brian and his passion for design and typography.


Q – How did you first realize that you were interested in design & typography?

A – I ended up here by way of a rather circuitous route. I went to college as a Theology major. After a few years, while deep in the fog of my second year of taking Greek, I realized I might be due for a change. I had always been into art, and was even doing design freelancing design in my spare time over the summers. Graphic design was an easy fit for me. I switched my major mid-semester and never looked back. (My rather average grades shot through the roof.)

I remember very clearly the first day of my first graphic design class. We were talking about typefaces and all the associated jargon and nuances of this strange discipline. I was hooked. I loved how detailed and logical type was, while also being elegant and beautiful. It nurtured both sides of my brain in a way that I hadn’t ever experienced before.

Q – What gets you excited about typography?

A – We’re currently experiencing a wonderfully exciting time in the world of typography. All modern web browsers, even on mobile devices, are capable of using web fonts. Prior to this era, designers on the web only had a handful of fonts at their disposal. Now it’s no exaggeration to say we have countless options for web typography. I feel like a kid in a candy store.

Q – Are there any drawbacks to having so many options for web type?

A – Of course. Just like being the kid in the candy store, if you eat all of the candy you’ll get sick. If a design incorporates too many web fonts, then the experience for a user loading the web page can be a little slow, especially for mobile users. It pays to be smart about which fonts you include, and in which weights and styles. I recently wrote about this particular topic for Typekit as a guest author on their blog: On Weights & Styles.

Q – What’s your favorite typeface?

A – I wish I could answer this. I can’t say I really have an all-time favorite. I do love Trade Gothic, and I confess I’ve always had a thing for Garamond.

Q – How are things looking for the future of web typography?

A – Type on the web has a bright future. We’ve jumped a few technical hurdles in getting web browsers to work with web fonts, and type foundries and distributors are making it easier than ever to buy and use web fonts. In the future, browser makers will be adding more features to allow us designers the flexibility that we have enjoyed in print design for centuries. Things like control over hyphenation, better kerning support, better ligature support, and stylistic alternates are all things that we can see are coming, but need more broad support by web browsers before we can rely on them.

Q – Do you have any suggestions for people who are interested in getting into typography?

A – Oh sure! For one, everybody interested in typography needs a well-worn copy of this on their shelf: The Elements of Typographic Style, by Robert Bringhurst. This is the first stop on the typographic train. Bringhurst eloquently explains both the how and why behind everything from font selection to page dimensions with a passion that is absolutely contagious.

There’s no shortage of websites to read about typography as well. One of my favorites is Typedia, a user-contributed encyclopedia of typefaces. In addition to being a fantastic resource on its own, Typedia hosts a weekly Type News article written by my friends Grant Hutchinson and Erik Vorhes. It has tons of info each week including new typeface releases, typographic news, and links to great type articles around the web.

Q – How can those interested keep up with your latest and greatest in the world of design and typography?

A – Well, I write semi-regularly on my site at Be Good Not Bad, and I am @mrwarren on Twitter. If you happen to be near Vancouver, you can see me speak at Web Type West on February 1, 2014.

Onehub Adds New Favorites Feature to Make Workspaces Easier to Find

Many of our users have multiple Workspaces because they often create one for each customer and/or project. If you’re a power user, this can lead to a long list of Workspaces that need to be searched through in order to find the one that you’re looking for at any given moment.

At Onehub, we are always looking for ways to make our software work better for you. This time we’ve created a new favorites feature that makes finding your favorite, most commonly used Workspaces, much easier.

Introducing Onehub Favorites

All your Workspaces, folders, and files in Onehub can now be marked as a favorite by clicking the new star icon. The star icon appears to the right of the name when hovering over any item in the Onehub Home. When you click the star, that Workspace, folder, or file will be turned in to a favorite card at the very top of Onehub Home. Each item you favorite will also be added to a new menu in the Onehub bar, giving you instant access to your favorites.

The favorites card(s) that appear at the top of your homepage will look like this:


As you can see, it includes the title of the Workspace in large, bold letters. This is followed by the size of the Workspace and the date of last access. Next you’ll see the faces of the people that have access to the item. Hovering over any face will reveal their profile information.

Have you ever wondered how often Workspaces are being updated? For example, which day of the week generates the most activity? The last visual feature of the favorites card is the activity sparkline. Sparklines update daily and graph all activity for a given favorite for the last 30 days.

We hope this new feature improves your Onehub experience and makes you more efficient. If you have any questions on how to use favorites, please feel free to call our support team anytime day or night at 877-644-7774.



PRG Talks Improved Efficiency and Collaboration in Recent Onehub Case Study


We recently did a case study with Cindy Hearn, Sales & Marketing Specialist for the Production Resource Group (PRG). We had an interesting chat that explains how they use Onehub to improve project collaboration.

PRG is a worldwide leader in event technology with 40 locations scattered across the globe. They set up lighting, audio, video, rigging, staging, scenery, and many other presentation services for events around the world. PRG has worked on projects like “The SEMA Show”, Oprah magazine’s “O You Weekend”, and “Auto Trader”.

For PRG, having employees who need to collaborate spread over  multiple continents poses some very special challenges. When you combine that with extremely large CAD drawings of light schematics, floor plans, and much more, it further complicates matters.

“Our CAD files were too big to email and took too long to FTP. What we really needed was a client portal where we could share and transfer large files easily and set access permissions at various levels,” said Hearn.

The PRG team members all needed access to project files in real time in order to get their jobs done. Also, Project Managers needed to be able to set the proper user permissions so that they can control how files are used, as well to speed up collaboration.

PRG Picks Onehub

PRG selected Onehub for several reasons. Onehub allows project managers to set up workspaces for each project. PRG can customize each private workspace with their logo and colors so both internal employees and clients will recognize their brand. As the different files related to the project get created they can each be saved to their designated Onehub workspace.

Onehub’s automated email notification tells all of the required people when a file has been updated on the system. This improves collaboration and lets everyone know what is going on.

“Notifications are one of the many ways Onehub makes our event management process more efficient. Our Sales and Operations teams have a clearer line of communication within and across their locations,” explains Hearn.

We were most excited to hear Hearn state this about Onehub: “It’s been great for everyone, including our clients.”

Read the PRG case study.

Time Saving Tips for Your Workday

Like most companies, at Onehub we’re focused on improving productivity and saving time. We hope this actionable list will help you get more out of each day.

Post It Priorities
Every morning, write down your top 2 to 3 highest priority tasks that must get done today. Put them on a sticky note and post it in plain sight (on your desk, monitor, etc.). These notes will help you focus on what is important.

Productive Times
We all have times throughout the day when we are more focused and alert than others. Keep these times in mind and make sure you use them to focus on your high priority tasks.

Block Off Time
Schedule a block of time. Turn off (or ignore) your email, shut down Facebook and Twitter, and let your phone go to voicemail. This is your allotted time to be productive and get things done.

Communicate Clearly During Collaboration
When collaborating with team members on projects it is critical to be clear and communicate well. This will reduce back and forth time and enable team members to take action immediately on your comments and tasks.

Filter Your Email!
Create folders (or tags) for different types of business emails and then create filters that assign new emails to folders. You’ll be amazed how much time it will save when you can read lower priority emails at low productivity times instead of when it arrives.

We hope you find our time saving tips useful.

Onehub Integrates with Dropbox

We are thrilled to announce a new adventure for Onehub and businesses that use Dropbox. We have built an integration using the Dropbox API that connects Onehub with your Dropbox files. This integration gives businesses that use Dropbox powerful new features like advanced permission controls, custom branding, and advanced collaboration tools. Onehub is proud to be the first enterprise file sharing app to integrate with the Dropbox Platform.

“Adding a new layer of sharing and collaboration with Onehub makes Dropbox a complete enterprise file sharing service for businesses that currently use Dropbox,” said Charles Mount, founder and CEO of Onehub. “Onehub is already in use across more than 50,000 businesses and our integration with Dropbox will extend the Onehub secure sharing and collaboration features to all businesses who rely on Dropbox.”


What this means for Businesses that use Dropbox

Sharing Permissions:
Integrating your Dropbox files into Onehub gives your teams and external customers advanced permission controls. Our sharing permission features allow for both folders and files to be shared with more control.

Custom Branding:
After integrating, users will have access to white label and custom domain mapping. This means that when you share a file with customers and colleagues, it will be your brand that they see, not ours. You can place your company’s logo on your file sharing Workspaces. This allows you to grow your brand by showing your employees and customers the logo they know and trust.

Comments and Tasks:
Adding comments and task assignments to files in Onehub improves team collaboration. Comments can be turned off for a folder or file so that administrators can control who can view or write comments. This is a great way to allow geographically dispersed team members to communicate about revisions. Tasks can be created by one person and then assigned to another employee. Tasks and comments can be shared amongst employees to speed up the collaboration process.

This is a very exciting solution for businesses that use Dropbox to have more file sharing features. Give your Dropbox files a promotion by connecting them to Onehub today.