A 2019 review of the best file sharing solutions for marketing and creative teams

I’m sure you’re aware of how critical file sharing is to your daily business operations. Whether sending project files to a colleague, or presenting drafts to clients, teams need the ability to share content quickly and easily. But are your teams hitting roadblocks just trying to simply share a file? If so, you’re not alone.

File sharing solutions are widely used for exchanging files that are too large to transfer over email. Some can store, manage and archive files long term, while others allow organizations to meet certain regulatory requirements with their security features and permissions. While they’re designed to be used organization-wide, users who work in media-rich industries find them valuable for sharing large multimedia files, especially with external teams for collaboration.

For something so simple, finding the right solution should be just as easy, right?  But with a plethora of offerings on the market, it can be difficult to find the right one to meet your needs. Each file sharing tool brings their own unique set of features and capabilities, some with a wide array of “bells and whistles” that seem appealing but may never be used. When it comes down to it, teams just need a simple and secure solution that can quickly transfer large multimedia files.

Now, let’s take a look at a few top contenders in the file sharing space for 2019 and see how they compare.

Top Contenders

Box is a leading SaaS-based, content management and workflow solution with roots in the file sync and share space. It’s versatile platform includes advanced capabilities for customizing business processes and governing content, and comes equipped with AI and machine learning. While Box provides a complete end-to-end solution for content management, some users may find it too complex and less geared toward every day file sharing. It’s wide range of features not only comes with a higher price tag for businesses, it also inhibits fast adoption by teams who need to share files quickly and easily. Box also lacks the ability for guests to upload files without creating an account, and it comes with a file size limit of 15 GB, posing a challenge for those that work with large media files.

Another leading solution is Dropbox, a pioneer in the cloud-based file syncing and storage space. It offers extended collaboration and project management features such as note taking, on-asset annotations, task management and content tracking. Dropbox also supports an unlimited file size limit via their desktop application or mobile apps. The catch? Dropbox has a much more complicated pricing model, offering  five different user-based plans with most at a higher cost than the competition. Dropbox also lacks key options for syncing content from external content repositories like Google Drive and Microsoft OneDrive.

OneDrive is another top contender, providing cloud storage and synchronization services to Office 365 customers at no additional cost. It comes equipped with tight integration with the suite of Office 365 products, making it easy to deploy and use. Despite native integration with the Office 365 suite of products, OneDrive lacks the ability to sync with other key storage repositories. It also has limited file sharing capabilities, limiting file size limits to 15GB and requiring recipients to login for access to shared files. Admins also lack a centralized console where they can control OneDrive behavior across the organization.

Summary of Gaps

Sending files from person A to person B should be simple. While these solutions might do a great job at storing and governing files, some have low file size or storage limits and don’t support key features such as external file sharing, precise annotations and file syncing from key repositories. If these features are included, they are often too complex for everyday file sharing use cases, or the occasional user or guest. Complexities also extend into their pricing models, making it difficult to determine what is included under each plan.

Here’s why you might want to consider OpenText Hightail

There are quite a few key features that make Hightail a top contender in the file sharing space. With unlimited file sharing and storage, and supporting up to 100 GB per file, teams aren’t confined to working within the same limits found in other file sharing tools. File sharing and collaboration can extend beyond the enterprise with features such as Uplink. Uplink is a favorite among Hightail users, allowing guests to share and receive files with no login required. Need a file reviewed? File previews and on-asset annotations can help finalize assets between both internal and external users. Teams already using Microsoft OneDrive and Dropbox can also easily transfer files directly to Hightail for further collaboration. Additionally, Hightail comes equipped with key security options such as password protection, expiration settings and delivery notifications, which help teams minimize risk while keeping users in control of their content.

Hightail makes it easy to share files, both internally and externally, while integrating enterprise-grade security into the file sharing process. It offers a simple and competitive pricing model, with self-service plans for individuals and small teams, as well as customizable options for businesses and enterprises. With a simple yet intuitive design, it’s no question why Hightail has always been a leader in the file sharing space.






“One of the main reasons we went with OpenText Hightail—and the reason that we keep it—is the reliability and ease of use for our clients. The client doesn’t have to sign into anything. They click on the link, the video is there. They hit Play and they watch the video. That’s it.”

Steve Simkins / Producer & Director

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