Recent Posts
RSS Feed

Seven ways to stay focused and productive

People have many different ways of working. Some thrive in organized chaos, others like clear space and clean lines. Some are old school pen and paper types, others always have the latest productivity app. But however individuals choose to work, having a system in the first place is the key to productivity. To find out more, we asked seven Hightail employees about the systems, structures and idiosyncrasies that help them get their jobs done.

As Executive Assistant to both Hightail’s CEO and VP of Communications, Amanda Roche has to prepare for urgent requests, meeting changes and complex calendar planning every day. To stay organized, she tends to work exclusively in Microsoft Outlook.

“I’m an Outlook power user”, she smiles, “I use all the folders and flagging features to ensure information is categorized and readily accessible. Keeping everything organized allows me to schedule more efficiently and to make changes quickly, if need be.” Amanda also makes sure she gets away from her desk frequently for small breaks. “Even just walking down the hall to go the printer or grab a bottle of water from the kitchen helps me stay focused throughout the day.”

Aaron Martin is Hightail’s Creative Director, a role that involves a significant amount of design and creative work as well as managing a team of other designers. It requires careful time management so Aaron splits his day up into chunks.

“The first part of my day is open,” he explains. “Meetings, design reviews, whatever, I’m available. But the second half is my time. That’s when I’m strictly designing and creating.” Aaron stays on top of who’s working on what using Trello, an online app with a more visual approach to project management service. But he isn’t a stranger to a pen and notepad and finds hand writing notes is more efficient.

For Aaron, staying productive also involves not working. “For every 90 minutes of work I complete, I take a 20 minute break,” he adds, “and maybe a bowl of Captain Crunch cereal.”

Captain-Crunch-Company-Logo
 
It’s all too easy for Matte Scheinker’s day to be a blur of back-to-back meetings. That’s why Hightail’s Chief Product Offer schedules time on his calendar to simply sit in front of his computer and get things done.

“Whether in my personal life or at work, I believe the best way to be productive is to conquer one small task at a time,” he says. “It helps relieve stress because you’re always making some progress. Blocking a meeting-free hour in my day ensures I have the opportunity to get to these tasks. I also create hour-long playlists that I listen to while I’m working, which keeps me focused.” Matte is one of those old school pen and paper types, preferring to jot ideas down quickly and make changes on the fly.

Accounting Manager, Pallavi Gandhi oversees all things financial for Hightail’s customers and employees. She has many small daily tasks that she needs to accomplish and uses Outlook to stay organized.

“I send meeting invites to myself as reminders to do certain tasks,” she says. “When I’m getting through my lists I like to listen to Bollywood music to keep me going. Taking breaks from my computer screen helps me retain focus, so I’ll go for short walks or chat with people throughout the day.” Pallavi is also a committed hard copy adherent and keep folders with the current year’s invoices and bank statements on her desk for quick and easy access should an auditor coming calling.

Surprisingly for a Sales Account Associate, Nick Zambruno is not a fan of Salesforce. “I don’t like that anyone can add tasks or change a customer’s file,” he explains, “I prefer to have total control over my stuff.” Nick’s role involves frequent meetings with customers and prospects so his day revolves around his Outlook calendar. Mornings are critical for Nick as he covers the US east cost.

“First thing each morning,” he says. “I check my schedule to see who I’m meeting with that day and then I’ll search my email for previous conversations with each prospect so I’m completely prepared for these meetings. Finally I review all my post-it notes and to-do lists from the day before to see what calls I need to make in between meetings.”

With all the post-its notes and white board to-dos, others in the sales team like to joke about how disorganized he is, but Nick thinks it’s more organized chaos. “My desk is a mess, but I know where everything is.”

Hightail’s copywriter Colm Larkin works remotely from his home in the UK, which brings its own productivity challenges. “When you’re not leaving your house to go to an office every day, you have to be very disciplined,” he says.

To keep him focused, Colm relies on Microsoft Excel. “I have a spreadsheet with the day split up into 30-minute chunks,” he explains. “Every morning I plan what I will work on and when and this controls my day.”

Being eight time zones away from the rest of his team in California has its advantages. “Though I wake up to a full inbox, I don’t need to respond immediately as my California colleagues are no longer online. This means I can get stuck into my biggest task of the day without getting distracted by email requests and messages.”

You say “toe-may-toe,” Alissa Dos Santos says “pomodoro.” The Hightail Product Marketing Manager uses the Pomodoro Technique to increase her productivity.

“Pomodoro basically involves devoting 25 minutes to focus on a task with zero distractions. Then you take a five minute break,” she explains. “To help with this, I block off time on my calendar so people can’t schedule meetings with me.”

Alissa is always interested in finding other ways to increase her productivity and has recently started meditating every morning before work using an app called Headspace. “I like to experiment,” she says. “So far, meditation has been a huge help in keeping me focused during the day.

pomo

These are just a few ways that Hightailers organize their day and stay productive. We’d love to hear how you get things done so feel free to tell us your story in the comments below.

We’re #HighlyInspired by: Eleonore Constant

Hightail is celebrating our favorite photography on our #HighlyInspired Tumblr page. This month’s guest artist is LA-based Eleonore Constant. We chatted to her about taking photos on her phone, always being curious and living in the present moment. 

eleonore contant

How did you first get into photography?

One day when I was about seven years old, my mom asked me to take a picture of her. She thought the picture looked great and that’s how I started taking photos. The more I took, the more addicted I got. I also really enjoy learning and practicing to get better at what I do.

Who is your biggest photography inspiration?

I usually try to find inspiration in whatever surrounds me. So when I go on a walk, I try to be mindful and if I feel inspired by something, I take a photo of it. I also love the work of these LA photographers: Pete Halvorsen and Dylan Schwartz.

Describe your style of photography

I have no idea how to describe my style but all my photos are taken and edited using an iPhone.

Why do you like shooting at the beach?

I like the beach and the ocean. They are powerful and calming. Being there helps me live in the present moment and forget about negative things.

Describe your ideal vacation?

My ideal vacation would be if I could maintain an ideal state of mind. No matter where you are, if you are at peace with yourself, you can enjoy life at its fullest. You could be in the most beautiful place in the world and still have the worst vacation if you are in a bad state of mind.

What else inspires you?

I don’t know where my inspiration comes from. I have always been very creative, whether I’m coming up with new business ideas or creating something with my hands. I am curious, I ask a lot of questions and I try to look at what surrounding me as if I was still a child.

Where can we see your work next?  

You can see my work on Instagram and Tumblr. I’m also on Twitter and I create huge playlists of songs I like on Soundcloud.

Seven steps to happiness: how ad agencies use Hightail to be more productive

“Advertising is based on one thing: happiness”
 Don Draper, Mad Men

Every day, ad agencies across the world attempt to deliver happiness to their clients. But the modern world is much more complicated than in the days of Sterling Cooper and 21st century clients have ever-changing and multi-faceted needs.

Coming up with a great idea and transforming it into a successful campaign requires true collaboration amongst internal teams, partners and clients, all of whom are often separated by geography, time zones and firewalls. Though there is a wealth of digital tools at our disposal, they don’t always make things simpler or more secure.

That’s why, when it comes to exchanging ideas effectively while keeping information safe, more than 2,000 global agencies have turned to Hightail. Here are just seven things that Hightail has helped top ad firms to do:

  1. Throw out FTP

Kelly Brady, a leading agency in the higher education space, used to share campaign files like TV commercials and print mailer designs with clients via FTP. Frequently timing out and lacking the ability to confirm delivery, the company’s FTP service was so unreliable and complex that employees required regular support from IT. Even worse, clients often needed training in order to receive these files. Switching to Hightail made sharing large files easy and reliable for employees, while clients simply had to click a link to access the content.

  1. Brainstorm around the world

When you’re one of the world’s largest ad firms, teams often need to work together closely despite being dispersed across the globe. This major firm uses shared Hightail folders as a place for teams to brainstorm ideas, share mockups and deliver new drafts, wherever they are. Access to a shared folder can be controlled for each participant, with “edit”, “view only” and “edit, but not delete” permissions, while version control ensures the complete history of changes to any file is immediately accessible.

  1. Handle confidential material

After Awasu Design signed a contract with a major national bank, the agency immediately started looking for a more professional alternative to their usual consumer-grade file sharing provider. Because leaks of confidential information can damage customer relationships and potentially lead to lawsuits, it is crucial that only intended recipients can access shared digital files. Awasu turned to Hightail because of its secure reputation and sharing controls that allowed them to password protect files, set expiration dates and confirm a recipient’s identity.

  1. Work anytime, anywhere

Executives at global agency CHI & Partners are always on the road, traveling around the world to meet with current and potential clients and partners. The Hightail app allows them to access the latest versions of their presentations on any device, give feedback and updates to their teams, all while keeping ideas and information secure.

  1. Make email better

Creating winning campaigns requires great communication and email remains the main way that ad agencies communicate and collaborate. But email does have limitations, especially around attachment sizes, which forces users to break their flow and switch applications in order to share high res designs, photography and videos. Users at CHI & Partners love that Hightail allows them to share massive files right from Microsoft Outlook. Rather than breaking their flow, Hightail complements the way they already work.

  1. Help clients send files to them

Every day, media placement agency, Meadow Outdoor Advertising, receives new billboard ad designs from clients and occasionally, the contracted designers working on their behalf. To ensure this process is consistently easy and reliable for all parties, they send people to a Hightail-powered page on Meadow’s website that lets them upload large files easily and securely. An added benefit is that it helps the agency track when files were received for billing and auditing purposes.

  1. Store everything

When a London-based agency took on a major rebranding project for a popular tech service, they sent four people around the world to meet users and experience the service for themselves. With each person carrying a video camera, they ended up with hundreds of hours of footage. Hightail gave them the ability to store these files in shared folders so the whole team could access, share and edit the files. With unlimited storage and the ability to share files up to 500GB, Hightail gives agencies the freedom to evolve ideas, create successful campaigns and deliver happiness to clients and their customers.

To learn more about how Hightail can help your agency deliver happiness more effectively, read our special advertising industry brief.

Coffee with: Mike Trigg

Name: Mike Trigg
Hometown: Appleton, Wisconsin (Go Pack Go!)
Joined Hightail: September 2012Mike Tirgg
Title: General Manager, Prosumer
College: Northwestern University

Hightail’s premier prosumer proponent talks about politics vs. tech, disruption and avoiding water-borne bacteria.

How did you get started working in tech?

My original career aspiration was to be in politics, so I moved to Washington DC after college. Prior to landing my first job on Capitol Hill, I worked at a PR agency whose main client was the “Baby Bells”—the regional phone companies that resulted from the break-up of AT&T. After a few years on the Hill, I realized the private sector was much more my style. So I returned to tech with a marketing job at MCI, a multi-billion dollar telco that later failed ignominiously after dot-com bubble poster child, WorldCom, acquired it and subsequently imploded in a massive accounting scandal.

In its prime MCI was a great place to work and I had the chance to rub shoulders with people like Vint Cerf (one of the fathers of the internet) and launch products that were way ahead of their time, like the e-commerce music service, 1-800-MUSIC-NOW. Around that time, Netscape went public, the internet 1.0 bubble was inflating and, hooked on tech, I moved to Silicon Valley.

What do you enjoy most about working at Hightail?

The file sharing space is at the forefront of a major change in how we manage our digital lives. Data that used to be locked in a specific hardware device is now accessible anywhere. With such a huge shift, the market is constantly changing. It’s super competitive and customer needs are continuously evolving, all of which makes my job as GM of our prosumer business really interesting.

I get to work with every organization across the company, from marketing and business development to engineering and customer support. One of Hightail’s core values is “be bold” so we are all constantly experimenting with new ideas, which I really enjoy.

Who or what inspires you?

I’m inspired by disruption. Living in Silicon Valley, we have a front-row seat for how technology is completely reinventing every category of the US economy. As Marc Andreesen describes it, “software is eating the world.” In the tech industry, we’re completely acclimated to this pace of change. We expect entire segments of the tech sector to be periodically and repeatedly overturned by new startups. But it’s fascinating when you see that disruption occur in industries that are unaccustomed to having their cookies stolen.

The response in the transportation industry to services like Uber and Lyft is a classic example. Rather than innovate, the entrenched powers-that-be file lawsuits, organize gridlock protests and line up their political cronies to try to preserve an inefficient system that benefits them, not the consumer. Ultimately, none of these measures will stop the disruption. The ubiquity of information and commensurate power that customers now wield is just too strong. And that same disruption is happening across other stodgy sectors, like health care, travel, government, energy, manufacturing, etc. I love it.

What’s your favorite piece of technology (besides Hightail)?

I have a love/hate relationship with Sonos. The core value proposition of being able to get any music (via their various partners, like Pandora and Spotify), any time, in any room managed on your phone or tablet is unbeatable. It’s a music lover’s dream.

When you think back to how we used to discover, purchase and consume music, it seems unbelievably archaic (mix tapes anyone!?!). But I also, on occasion, curse Sonos, which seems to have an uncanny ability to go offline five minutes before we have guests arriving. Still, nothing else is even close and I love that it’s disrupting the consumer electronics space, so I’m a loyal, if sometimes frustrated, customer.

What’s your usual coffee order? (Or tea, other beverage)

Small, non-fat, double cappuccino. Strong preference for Peet’s, although I’m not militant about it. I make my own at home most mornings. I haven’t really gotten into the drip craze of folks like Philz and Stumptown, but I heard about a Bay Area start-up called Perfect Coffee that has applied technology to package and distribute pre-ground coffee from those types of artisan roasters. Back to my earlier point about technology re-inventing something most of us consume every day.

Describe your ideal vacation

I like doing adventurous vacations in new places. I get bored just going to a nice resort and laying by the pool. Those vacations are relaxing, but they tend to just blur together. We did a trip to Costa Rica with our kids last year that was fantastic: local culture, adventurous activities, gorgeous nature and delicious food. It’s exotic but not so much that you get cholera.

Follow Mike on Twitter or read his full bio here.

Three ways to create killer campaigns using Hightail

CHI & partners a Hightail cutomerGlobal marketing and communications agency CHI & Partners helps brands like Best Buy, Lexus, British Gas and Samsung reach new audiences with killer, award-winning campaigns. Creating successful campaigns means ensuring the firm’s dispersed teams can work together effectively and keep their creative juices flowing, without facing file size frustrations, needing to change how they work or being stuck at their desks. Here are three ways Hightail helps CHI & Partners overcome these obstacles:

1. Making creative connections easy

Every month, CHI & Partners’ 200-strong team of creative directors, graphic designers, producers and more sharesup to 4,000 files, including high-resolution graphics and high-definition videos, with clients and colleagues. Hightail makes sharing files as large as 500GB simple and secure. Clients can access and review these files easily without needing to sign up for Hightail, keeping projects moving and ideas flowing.

2. Getting more done from your mailbox

People in every department, from IT and HR to Sales and Marketing, spend much of their day in Outlook, reading and responding to emails. Hightail for Outlook brings their Hightail folders right into their inboxes, making it easier to access and share important files. Plus it makes attachment size limits a thing of the past, as any file over 10MB is automatically sent via Hightail without the user needing to leave theirmailbox. As CHI & Partners say: “It just does what it needs to do.”

3. Accessing important information on the go

CHI & Partners’ executive team is on the road a lot, traveling to meet potential new clients and other partners. Over the past few years, iPads are increasingly the device of choice for presenting pitches and proposals. Hightail for iOS gives execs the ability to access the latest version of a presentation, so they always have the most up-to-date document to present to clients.

Want to learn more about how CHI & Partners uses Hightail to get work done? Read the case study. If your agency needs to simplify and streamline your creative workflow both inside and out of the office, visit our website to learn more about the benefits of Hightail for Enterprise.

 

Prevent accidental deleting from shared folders

Hightail has just released a great new control option that helps people work together online without the risk of files being accidentally deleted.

Usually when you share a folder with clients, colleagues or contractors, you decide whether they have full editing capabilities or can just view the content. Now, Hightail for Enterprise users have the option to give others the ability to edit files but not delete them.No delete

The problem of files being deleted from shared folders is as old as folder sharing itself. Yet, based on our user feedback, it never seemed like a major issue until we had a conversation with one our biggest business customers.

One of the US’s largest beverage firms, this company uses shared Hightail folders as a place for on-the-road sales reps to access and update information. This last bit is crucial, as having reps plug new data straight into a central repository makes gathering, processing and understanding the latest sales information much more effective.

Of course, this means that each rep has to have full editing capabilities for the folder and occasionally files would go missing. With the help of the Hightail account administrator, the folder owner was always able to retrieve the missing file and also find out who deleted it.

Whenever the person in question was asked why they had deleted the file, the answer was invariably the same. Because some of the files in the shared folder were not relevant to an individual rep, they would occasionally “tidy up” their view, not realizing that deleting from a shared folder meant nobody else could see it either. Sometimes, people were just trying to copy a file to their computer but ended up moving it off the shared Hightail folder.Screen Shot 2014-08-25 at 11.30.56 AM

A simple solution to the problem seemed to be better education about folder sharing. But the company quickly realized that with more than 600 people in the field relying on these shared folders, they really needed more control over what actions people could take and discussed the issue with us.

This led us to developing a new sharing control option that gives web users the ability to edit information in a shared folder without being able to delete files. As one of our bigger clients, we were prepared to create a custom solution for this one account. But during our initial research, we learned this is a bigger issue than is generally reported.

After analyzing user data we found that in more than 20% of cases when a file or subfolder was deleted from a shared Hightail folder, it was put back in the folder within seven days. Obviously there are a variety of reasons why this might happen, but our assumption is that in many of these cases, the file or subfolder was accidentally deleted.

It seems the big problem faced by our client is quite prevalent, though most people solve it with a workaround like restoring an old version of the missing file. At Hightail, we love to cut straight through workarounds. Our new “can edit but not delete” folder sharing permission is available on request to Hightail Enterprise customers.

If you want this feature added to your Enterprise account at no additional cost, tell your account administrator to get in touch with us.

If you’re interested in using Hightail for your business, visit our Enterprise site.

 

 

Secure sharing made easy with IBM Connections

As the leading social network platform for enterprises, IBM Connections helps businesses share ideas and work together more effectively using the power of a social network. The rich visibility and interaction through Community, Project and Files components keeps everyone on the same page. But when users want to share files externally, the workflow can be more challenging.

When ideas become files, when a vision becomes a dot JPG, dot DOC, dot PDF reality, Hightail for IBM Connections ensures social power isn’t begrudgingly replaced by more mundane services like email, FTP or shared servers. By bringing the power of Hightail to Connections, users can share files created there to external partners without leaving Connections. They can also use Hightail’s sharing controls to ensure that content remains secure, even when going beyond the company’s firewalls.

External file sharing

When it’s time to share your work with an external client or partner, don’t break your workflow. Simply hit “Share” and use Hightail to send your files to anyone without leaving Connections. You can also securely send any document from My Files by clicking “Send File with Hightail.”

Share files beyond your corporate firewall with Hightail.

Share files beyond your corporate firewall with Hightail.

Keeping your data secure

Hightail builds on Connections’ security-rich foundation, giving you complete control over the files you share with options like passwords, identity confirmation, expiration dates and return receipts.

Securely send your files using Hightail controls like passwords, expiration dates and identity confirmation.

Securely send your files using Hightail controls like passwords, expiration dates and identity confirmation.

File tracking provides complete insight in all your sharing activity. You can track who has seen the latest version of a file and what actions that person has taken on their document.

Hightail Activity Stream

From the Hightail Activity Stream, users can keep track of files they’ve sent or received, right from their Connections homepage.

File Activity Hightail for IBM Connections

Clicking on View All within the Activity Stream, users get more details of the files that they have sent or received.

Enterprise-grade tracking and monitoring

Your Hightail account administrator can manage security controls and set policies such as requiring specific controls to always be used when sharing files. He or she can white or blacklist specific domains to ensure that users are only sharing files with trusted partners.

All Connections activity is available in the Hightail Usage Report, providing insights into how users are using Hightail for Connections and helping to monitor for any suspicious activity.

Hightail Usage Report

Hightail makes sharing files without leaving IBM Connections easy and secure. Whether you’re a Chief Marketing Officer, designer or an IT admin, let Hightail extend the power of your IBM Connections.

Contact us to get Hightail for IBM Connections

We’re #HighlyInspired by…the unnaturally natural

Our latest guest artist Ricky Montalvo has been inspiring us with his deadpan contrasting of natural objects and urban landscapes. And we now have a new favorite tree: the mighty Ficus microcarpa.

As Ricky’s #HighlyInspired series comes to a close, we round up some of his photos and our favorite user submission.

Parking lot Ficus microcarpa

Parking lot Ficus microcarpa

Neighborhood Ficus microcarpa

Neighborhood Ficus microcarpa

A juniper tree in an industrial park in Mountain View.

A juniper tree in an industrial park in Mountain View.

 picture of a tree reflected in an office building window

Submitted by Sallensmae: “Here’s a cool picture of a tree reflected in an office building window.”

You can see more of Ricky’s photos (and meet our next artist) on our #HighlyInspired Tumblr.

 

Email just got a little smarter

With all the buzz in the news around cloud collaboration solutions I know it is hard to believe that email is still the number one form of sharing and storing files for business professionals. On any given workday there are about 108.8 billion business emails sent/received and many of those emails have file attachments. That is a lot of data and information that isn’t easy to find or engage with once you receive it.

Sharing/editing/searching files becomes exponentially more difficult once you are on the go. Smartphone penetration is surpassing 68% in the US allowing the flexibility for more business savvy users to check email through their mobile devices. In most cases, a mobile user has to wait until they get back to their office to edit or take action on the file attachments they receive in their mobile inbox. However, if those attachments were automatically put into their cloud storage accounts, the files could be viewed, edited or shared right from your mobile device.

Ooberdocs

 

Currently, it takes numerous steps to get file attachments to your cloud storage accounts. At Ooberdocs, we make getting email file attachments to your cloud service seamless. Ooberdocs links your email to the top cloud storage providers, allowing a copy of incoming email attachments to be sent automatically into your cloud account.

Think of Ooberdocs as a traffic controller for your inbox, guiding each attachment in the right direction. Whether it’s a digital receipt from Best Buy or important brief documents from your client, those files should be deposited in you cloud storage account for easy organization and safekeeping. Ooberdocs is the trusted cloud service making that happen.

Ooberdocs now connects with Hightail. To ensure all your incoming email attachments are added to your Hightail folders automatically, join Ooberdocs for free today.

Best ways to be productive on mobile

Hightailphone(Pretty)We can all think of at least 3-4 moments a day where there are short bursts of time when we aren’t doing anything. Perhaps it’s when you are waiting the 6 minutes it takes for the barista to make your fancy latte, or when you’re waiting in the grocery line for the guy in front of you who brought 40 items into the 15 items or less line, or perhaps for you fitness buffs, while you’re on the elliptical machine or stationary bike. With that said, in order for us to be the most productive during our downtime we must have the proper mobile apps.

The right mobile apps are the key to mobile efficiency. They help you optimize workflow, organize data, remind you of tasks and those that are intuitive and user friendly are among the ones that will make being efficient on your mobile device, that much easier. We did some research and found a few apps one should consider instrumental while on the go.

A few of our favorite apps:

Evernote – A quick and easy way to take notes and set tasks for yourself across all devices. This is perfect for that moment when you’re in bed thinking about the next day’s to-do’s and you remember an email that needs to be sent out. Just log a task in Evernote on your phone and it will sync up with your desktop to remind you when you get into the office the next morning. Or how about that recipe for homemade cookies your friend has been raving about, jot it down in Evernote and have it readily available for when it’s time to get cookin’.

Garmin Fit – There are many fitness apps out there, but Garmin Fit is the perfect mix of fitness and music with a dash of GPS. It is a great way to track your fitness activities and get one step closer to your fitness goal, all while uploading a great soundtrack to go along. You no longer have to think about how many miles you’ve run, how many calories you’ve burned or even how far you are from home. Garmin Fit takes the guesswork out of fitness.

Hightail – Not to toot our own horn, but… Have you ever been out of the office and have your boss or client email you asking for a specific file? With a cloud storage and file sharing solution like Hightail you never have to worry about how you are going to access your files. With Hightail mobile apps you can access your cloud content right from your smartphone or tablet. You now have the freedom of accessing your important files and information on the fly, without having to run back to the office.

Timely – The time tracking app to end all time tracking. Schedule and log activities simultaneously. It’s a great work app, but easy enough to use for your personal life too. Let’s be honest, having to create a time sheet is cumbersome and frankly, boring. With Timely just move your existing schedule over and you’ll be logging hours simultaneously. You are even able to log next week’s hours as estimates, therefore having the ability to record hours in just seconds.

CloudOn – This app allows you to create and work on Word, Excel and PowerPoint docs, notes and to-do lists while on the go. That game changing PowerPoint presentation you and your partner have been working on doesn’t have to be put on hold because they’re on a trip to Tahiti. Project collaboration and communication while on the fly has never been simpler.

Using your time wisely and utilizing productivity apps like these will give you the tools to be more productive while still having the freedom of mobility.

 

 

Hightail partners with CA Technologies for improved enterprise experience

Hightail has partnered with CA Technologies to enable SAML Single Sign-on (SSO) for its users via the CA SiteMinder and CA CloudMinder applications. Companies using CA SiteMinder and CA CloudMinder can now seamlessly deploy Hightail and provide an improved SSO experience for their users across all of Hightail applications.CA Technology CloudMinder and SiteMinder Hightail integration

CA Technologies is one of the largest independent software corporations in the world. CA SiteMinder and CloudMinder provide secure single sign-on and flexible access management to applications and Web services either on-premise, in the cloud, from a mobile device or on a partner’s site. Both applications are deployed by top firms in almost every industry including banking, oil/gas, telecommunications, pharmaceuticals and government.

These SSO applications help address several user and IT challenges. Today, users access a number of cloud and on-premise applications and most have to enter different login credentials for each application. This not only dilutes their experience, but also hinders adoption of these applications. The growing number of applications and user access points also poses greater security risks for enterprises and increases the number of help desk calls received by IT.

By partnering with CA Technologies, we can provide our enterprise customers with improved user experience as well as a faster deployment. By allowing users to access all cloud and on-premise applications through a common policy access layer, SiteMinder and CloudMinder enable users to login to Hightail using their existing enterprise login credentials, eliminating the need to remember multiple logins. Also these applications help reduce IT workload with regard to deployment and management. Companies using SiteMinder or CloudMinder as their SSO application can now add Hightail into their enterprise quickly and seamlessly. IT efforts are also reduced as they don’t have to manage one more set of user accounts.

Hightail is deployed in more than 150,000 companies and allows users to easily and securely collaborate with enterprise content. This partnership with CA Technologies is another step in enabling a better user experience and increased security for our customers. We are also compatible with other SAML IDPs such as Microsoft ADFS, OneLogin, Okta and Ping. Learn more about Hightail’s SAML capabilities here.

If you are an existing Hightail customer and want to enable SAML SSO for your Enterprise account, then contact enterprise-support@hightail.com.

If you want to try out Hightail for Enterprise account, then please contact us here.

Hightail named hot vendor in content management by Aragon Research

Aragon Research, a technology-focused, California-based research firm announced Hightail as a Hot Vendor in its soon-to-be released Mobile Content Management research report. 

Hightail Hot Vendor 2014 Aragon Research

Cloud vendors clearly need to be more flexible when it comes to storage and access. Currently, many enterprises are not willing to put 100% of their data in the cloud, and we agree. But, as Aragon reports, the critical issue arises when someone needs to securely share content that is stored on premise, with someone that is outside of the enterprise—like a partner, custoer or vendor. Very few options exist that enable secure content sharing outside your company’s firewall—other than Hightail.

The second issue is around access. Employees do not just want to be able to access all their data at all times on any device, but once they are on that device they want to be able to easily and quickly find the file they are looking for, no matter where it is stored. With the increased amount of data repositories that are cloud-based or on-premise, employees are increasingly having issues with locating the critical file they need now.

Aragon Research strongly recommends Hightail as a vendor that enterprises must look at based on these growing content needs. Jim Lundy, Aragon founder, stated in the report, “What makes Hightail hot is that it has successfully transitioned to a full enterprise offering, combining the original ease of use of YouSendIt with solid policies for security and control that make it easier to validate compliance. This positions Hightail well for the emerging Mobile Content Management market, which is the new way forward to manage content outside of a repository.”

If you would like to read the full report you can download it here.

Let us know if you want to learn a little more about how Hightail can help your company securely share data inside—and especially outside—your enterprise. There’s more information on our website or call us at 1 (866) 558-7363.

Four ways to leverage SharePoint information using Hightail

Microsoft claims that it has 66% penetration in the Enterprise Content Management (ECM) market1. SharePoint’s dominance in the ECM market is also confirmed by leading analysts including Gartner2. But despite its leadership, companies face limitations in using SharePoint. These include lack of external collaboration capabilities with partners and vendors who are outside the company firewall and secondly, limited adoption within the enterprise by the end-users. It is for these reasons that Gartner analyst Jeffrey Mann called SharePoint a tool that people are required to use, not one they want to use2.

Hightail, a leading provider of enterprise cloud solutions, offers multiple ways for enterprise users to access, manage and share content stored on SharePoint. With ‘we work where you work’ being one of our strategic tenet, we provide four ways for enterprise users to easily and securely leverage information locked within SharePoint.

  1. Native access to SharePoint

For users who prefer to work within SharePoint, but would like to easily and securely share files with external parties, Hightail for SharePoint connector brings sharing and tracking capabilities into the application. Users need not disrupt their workflow and can share files externally with only a few clicks. To prevent access of their data, users can enforce controls such as passwords, file expiration, recipient login and preview only. They can also track sent files and revoke access at any time. And finally, user controls can be mandated by the IT administrator using the Hightail Admin Console.

  1. Mobile access to SharePoint

Microsoft does not natively provide mobile access to content locked within on-premise versions of SharePoint, thus limiting users to laptops or desktops to get to their SharePoint data. Hightail for SharePoint now opens up SharePoint content to be accessed via the Hightail mobile app (iOS). With anytime content access, users are more productive and projects are turned around faster.

  1. Sync SharePoint content with Hightail

Sometimes, content needs to be moved outside SharePoint because users either do not have access to it, or choose not to use it. For these cases, Hightail allows users to sync selected SharePoint folders with Hightail and specify the sync frequency. This way, users can access the required content from within Hightail using the desktop, web or mobile apps. The sync is bidirectional, meaning edits made to the copy in Hightail are sync’d back to SharePoint thereby ensuring that SharePoint is the system of record for the content.

(This service is provided by a Hightail partner and carries additional costs.)

  1. Move SharePoint content to Hightail

In cases where companies would like to make a permanent switch to Hightail, this is made quick and painless by the ‘Move’ capability, where content is migrated in bulk to SharePoint. As the migration of data is managed at the backend, it becomes a seamless transition for users. The process replicates the users’ folder structure in Hightail so they can start working and collaborating with their content immediately.

(This service is provided by a Hightail partner and carries additional costs.)

By providing multiple ways for SharePoint users to access and share their data, Hightail provides a number of benefits to enterprise users and IT. Users can access content on the go and share content easily both within and outside the enterprise, leading to greater agility and faster turnaround of projects. IT can track file sharing and minimize unauthorized access of enterprise information. And finally, by using Hightail, the company can get greater mileage out of their investment in Microsoft SharePoint.

Learn more about Hightail’s integration with SharePoint in this blog post. You can also learn more about our Enterprise product on the Hightail for Enterprise website. 

1 http://thenextweb.com/microsoft/2012/11/12/claiming-66-enterprise-penetration-sharepoint-now-brings-in-2-billion-in-yearly-revenue-for-microsoft/

2 http://sharepointrecordsmanagement.com/2014/01/28/gartner-ecm-magic-quadrant-2013-report/

3http://www.gartner.com/newsroom/id/2605118

 

Hightail provides sharing services for Lenovo devices

Hightail is thrilled to announce its partnership with Lenovo, one of the largest smart connected device companies in the world. Hightail is pre-loaded on select new Lenovo PCs and Windows tablets, bringing the benefits of cloud collaboration straight to Lenovo customers around the world. With the dedicated Hightail for Lenovo app, users can securely send files, share folders, sign documents and store files in the cloud for easy access across devices.  All consumers who sign up through Lenovo will immediately receive 5GB of free Hightail storage.

“Partnering with a global leader like Lenovo gives us a fantastic opportunity to grow our user base by aligning with one of the biggest, most innovative connected device distributors in the world,” said Eric van Miltenburg, Hightail’s GM of Partnerships. “Everyone needs to access and control their files across their preferred platforms and devices. Integrating with Lenovo means a unified management experience so users don’t have to think about managing their files at all.”

Data security and information control are top priorities for Hightail. Hightail utilizes Single Sign-On (SSO) to provide its business customers with a secure way of helping approved users access different services without having to remember multiple passwords. This practice of simplifying controls without compromising security is extended to consumers through a tie-in with Lenovo ID, a secure cloud-based user authentication system that provides easy management of websites, applications, media and files through a single username and password across platforms.

“We are very excited about Hightail helping Lenovo execute a more intimate user experience by integrating valuable cloud services to Lenovo ID and Lenovo’s smart connected devices,” said Mark Cohen, Distinguished Engineer and Vice President of Ecosystems and Monetization. “Providing secure and convenient access to online storage is a core element for Lenovo’s cloud strategy moving forward. Hightail has delivered on this promise of value by providing convenient and easy-to-use storage with enterprise level security.”

This new strategic collaboration delivers Hightail’s intuitive, enterprise-grade security features, including data encryption, password protection, download tracking, identity verification and file expiration dates, to Lenovo customers across the globe. Hightail will tightly integrate into Lenovo’s smart connected devices and enable secure access to any file on any device. The Hightail experience will be available across Windows, Android, and Web platforms for end users to have access to their files across multiple devices.

 

Customer Spotlight: Wealth Engineers

Screen Shot 2014-08-01 at 12.36.58 PMJonathan K. Duong, CFA, CFP® is the president of Wealth Engineers, an investment management and financial planning firm. He founded the company to provide an alternative experience to that of a typical financial advisor.  Wealth Engineers specializes in working with busy professionals, entrepreneurs, and athletes. Jonathan works to help them navigate through unique financial challenges and help them build a more confident path to achieving their financial goals.

What is your company philosophy?

I founded Wealth Engineers on three basic principles:

  1. Clients deserve advice that puts their interests first at all times.
  2. Clients take 100% of the risk. Therefore, they deserve the greatest share of the returns.
  3. Research, evidence and data should form the foundation of all recommendations.

I work very hard to uphold these principles every day, with every client.

What led you to Hightail?

Almost by default, the standard method for sending files in the professional services world is by email attachment. It doesn’t matter whether the document is confidential or publicly available, most people simply ignore the security concerns associated with email.  All too often, I see email attachments get accidentally forwarded to the wrong person.

When I started my own firm, I needed a solution that was simple, but also secure.  That led me to Hightail.

Security is of the upmost importance.

As a financial planner and investment advisor, protecting client information is critical. Many times, firms will use email to send important documents back and forth because they believe their email is secure. Though this may be true, it doesn’t guarantee that the files are protected on an end-to-end basis. As a result I needed an easy way to share confidential documents with clients and know that their information would be secure.

Simplicity is key.

Although security is a top concern, I could not ignore the fact that email is simple.I knew that if I made it difficult for a client to send me what I needed, they probably wouldn’t do it. However, in order for me to provide comprehensive advice to my clients, I needed the ability to review large files in the most efficient way possible.

How does Hightail help Wealth Engineers get the job done?

Keeping the requirements for ease of use and security in mind, I found that the Hightail Uplink feature was the perfect fit for the needs of my clients. I simply send my client a link to my Uplink page and have them drop everything they need to send me right there.  Using Uplink, a client can send me dozens of documents quickly, easily and securely. Most importantly they don’t have to log in.  Asking a client to use yet another system that required a login would be a hindrance for my business.

I also use Hightail to send documents to my clients.  I like the fact that I can schedule the file to expire on a certain date or after a limited number of downloads.  This reduces the risk of a security breach.  I also find it very helpful getting alerts when a client has downloaded a file, as it allows me to follow up with them in a timely manner.

Ultimately, as someone who serves as a fiduciary committed to putting clients first, security has to be a top priority.  For that reason, I feel much more confident having files transmitted by Hightail whenever possible.