File Sharing and Collaboration Software

In short: Business file sharing and collaboration software stores files in the cloud with folder permissions, version history and secure external sharing, replacing or extending the traditional file server. Platforms such as Egnyte add governance, ransomware detection and hybrid access for large files. Products are licensed per user, often with storage tiers.

Many organisations still keep their main files on an office server, reached over a VPN when people work from home. Cloud file platforms remove that dependency:

Familiar folder structures with permissions by team and project
Access from anywhere, on desktop, web and mobile
Version history and recovery of deleted or overwritten files
Secure external sharing: links with passwords, expiry and download limits, and upload links for clients
Co-editing with Google Workspace or Microsoft Office apps
Governance: classification of sensitive data, audit logs and retention

Egnyte is one example, offering plans from a Starter platform for smaller teams moving off a file server through to editions with advanced governance and compliance. Google Workspace shared drives and Microsoft SharePoint also cover file sharing for many organisations, so check what your office suite already provides.

The move from an office file server is a good moment to tidy up. Over the years, file servers collect duplicate folders, abandoned projects and permissions granted to people who left long ago. A migration plan that archives old material, simplifies the folder structure and resets permissions by team leaves you with a cleaner, more secure system than the one you started with, and makes it easier for staff to find what they need.

Acronis Cyber Files Cloud: Business file sync and share; availability and licensing confirmed when you ask.
Axcient: x360Recover BCDR, x360Cloud Microsoft 365 backup and x360Sync file sync.
Axcient x360Sync: Secure file sync and share with continuous backup.
Egnyte: Cloud file sharing, content governance and AI, per user on monthly or 12-month terms.
Egnyte Co-Pilot: Egnyte's AI Assistant: questions, summaries and agents over your Egnyte files.
Egnyte Platform: Starter, IFS, Elite and Ultimate editions, per power user.
Egnyte Project Controls: Project templates, governance and closeout for AEC firms, per user.
Egnyte Specialized File Handler: CAD and BIM previews, model search and large-file streaming, per user.
Egnyte Storage Sync: Hybrid office and cloud file access with Storage Sync or Smart Cache, per instance.
Google Workspace: Every Workspace edition, from Business Starter to Enterprise Plus.
Hornetsecurity 365 Permission Manager: Control sharing permissions in SharePoint, OneDrive and Teams.
Perception Point Microsoft Collaboration Security: Threat scanning for SharePoint, OneDrive and Teams, per user.

What to look for

Large file and hybrid support: some industries, such as architecture, engineering and media, need local caching for big files
Permission model that matches how your teams and clients work
Ransomware detection and easy rollback
Data location for UK GDPR and client requirements
Integrations with your office suite, e-signature and line-of-business apps
Migration tools for moving from file servers or other cloud platforms
Client portals or branded sharing areas if you exchange documents with customers regularly
Retention and legal hold features if you are subject to record-keeping rules

File sharing platforms are licensed per user, usually in tiers that set storage allowances, file size limits and governance features. Some include a number of free external or guest users. Extra storage may be sold in blocks. Annual terms are common, with monthly billing available on some plans.

Check how storage is counted: some platforms pool storage across all users, while others give each user an allowance. Ask too about file version history, which can consume storage on busy projects, and whether archive or cold storage options are available for older material that must be kept but is rarely opened.

How to choose

Map how files are organised today and who needs access to what.
Check whether your office suite's built-in storage meets your needs before adding a platform.
Consider file sizes and whether people work offline or on slow connections.
Plan the migration from the file server, including permissions clean-up.
Back up the new platform; see backup software.
Train staff on external sharing settings, so links to sensitive files have expiry dates and passwords as standard.

How we help

We help you decide between your office suite's storage and a dedicated platform, supply the licences and plan the migration. Contact us for a quote.

How Forever Systems supplies your software licences

Forever Systems Ltd supplies business software subscriptions to UK organisations from one account, with one monthly invoice and a UK team who know the products.

The right edition first time: we check what you need before you buy, so you are not paying for features you will never use
Monthly or annual terms where the vendor offers them, and help timing renewals and commitments
Licence changes handled for you: add or remove users, upgrade editions and true-up without starting a new contract
Deployment and support from engineers who run these products every day, not just a reseller account
Consolidated billing and renewal reminders so nothing lapses unexpectedly

We work with businesses, schools, charities and public sector organisations of all sizes.

Need a licence quote or a second opinion on your renewal?

Tell Forever Systems what you need and we will come back to you by email with options, not a hard sell.

Frequently asked questions

Can cloud file sharing replace our file server?

For most organisations, yes. Cloud file platforms provide folders, permissions and desktop access without a server. Firms with very large files may want a hybrid option with local caching.

Is cloud file sharing secure?

Business platforms offer encryption, MFA, granular permissions, audit logs and controlled external sharing. Security depends on configuring these properly.

Do clients need a licence to receive shared files?

Usually not. External users can typically open shared links or use upload links without a paid licence, within the plan's limits.

Productivity softwareGoogle Workspace, PDF, e-signature, file sharing, print and remote access.Google WorkspaceGmail, Drive, Docs and Meet in Business and Enterprise editions.PDF softwareEdit, convert, redact and protect PDF documents.E-signatureSend documents for legally recognised electronic signature.Email signature managementConsistent, compliant signatures on every email and device.Print managementServerless cloud printing with secure print release.Secure remote accessReach office PCs and remote desktops without a VPN.

File sharing and collaboration software

What file sharing and collaboration software does

File sharing and collaboration: vendors and products we supply