Meetup Does Case Study with Onehub

Meetup logo

Recently, our client Meetup, the online social network, was kind enough to talk to us about why security and control in online file sharing is so important to their business.

When Meetup needed a way to share corporate and financial documents securely with shareholders, bankers, advisors, and potential partners, they turned to Onehub. This case study shares the story of why they selected Onehub to handle their secure online file sharing needs.

About Meetup

Most people have probably heard of Meetup. They have the world’s largest network of local community groups. They bring people with common interests together with the purpose of sharing, teaching, learning, and making a difference in the local communities. Meetup has 15 million members and approximately 140,000 Meetup groups. These groups get together with local communities and engage in activities face-to-face in addition to working online. More than 9,000 groups meet in local communities daily and form lasting community bonds.

For our case study, we talk with David Pashman, attorney and general counsel for Meetup. In the Meetup community, Pashman is casually known as Lawzilla. He brings together businesses, communities, and development teams so they can work together to overcome legal and business obstacles.

Pashman told us that when he started at Meetup he realized a need to securely store and share corporate documents, investor documents, and shareholder updates. He needed secure sharing permissions in order to control who could print and share each of their documents.

“The consumer-based file sharing services we were already using didn’t have the level of granularity we needed for controlling access and privileges to manage some of our information,” Pashman explains. “Onehub lets us control whether someone has the right to print or share our files, which is important to our business.”

Now while using Onehub, Pashman is able to set user permission when sharing files internally and externally. The permission controls allowed him to limit access permissions to corporate documents and financial information so that outsiders can view but not print, while others can edit and then save. He can also manage what happens to files after they are shared by using the Onehub audit trails to track activity history for each file. At any point in time, Meetup might have 100 to 200 people across the US securely viewing their shared documents.

“For outside users, I need Onehub’s platform with more security features, so I can grant specific access, see audit trails, and track activity history,” says Pashman. “I always know who has seen what and when, and I can control the printing and sharing. I use Onehub when file security features and control are most important.”

Read more about why Meetup choose Onehub and continues to use Onehub by reading this case study.

Close the Deal Faster With a Virtual Data Room

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As deals get more complex and the process speeds up, it becomes even more important to have full visibility over your entire deal process. Using a robust virtual data room (VDR) can help you manage, share and collaborate on information faster with both internal and external teams. Using a VDR makes it easy for all parties involved to find the specific information that they need, and it enables the deal manager to organize large volumes of documents, control what information is shared, and what happens to that information after it is shared. Overall, a VDR can help businesses execute deals more securely, more efficiently, and faster.

Managing the Deal Process Using a Robust and Secure VDR

During the deal preparation phase it is important to develop an environment where sensitive information and documents can be stored. A secure Onehub VDR enables a deal manager to organize documents into separate Workspaces for buyers, sellers, and advisers.

As new parties enter the deal and need access to the information that pertains to their part in the deal (for example, non-disclosure, confidentiality, etc.), a Onehub VDR will require the new users to accept an agreement (use a default agreement or customize with your own) before having access granted to the Workspace. Once in, the deal manager can use simple document rights management tools to control the view, print, and download privileges of each document.

When a user does take action, it can be tracked by the deal manager using exportable audit trails. If the user viewed and downloaded a non-disclosure or negotiation contract, the deal manager will know the exact date and time of the event, and can follow up accordingly.

Once marketing gets involved in setting up agreements, memorandums, teasers, and other documents, the files can all be easily distributed to the appropriate people. People who have access can share with others in a controlled way, using secure role-based permissions.

Due diligence can be a very time-intensive process. Buyers can handle due diligence on their own timeline by accessing the documents they need using a Onehub VDR. Negotiation time can typically be reduced, as all parties are able to see the required agreements, make changes in real-time, and leave comments for each other. Tasks can also be set in order to provide a to-do list of documents that they need to be reviewed and/or approved.

Once the deal is done, Onehub’s VDR can hold the history information on the deal’s process and allow for future collaboration during the new partnership.

Conclusion

Multiple parties enter into deals, and having a secure and robust deal space such as a Onehub VDR can provide businesses with a centralized hub to store, share and collaborate on documents. Businesses that engage in transactions such as corporate restructuring, divestitures, capital raises, mergers, and acquisitions should all use Onehub’s secure and robust VDR.

Heartbleed Vulnerability

On April 7th, the “Heartbleed” vulnerability was disclosed and a corresponding patch was released. Onehub, with many others, was potentially vulnerable to the exploit; though we have no reason to believe any data was compromised. Within 24-hours all affected services were patched, and all of our SSL certificates were revoked as a precautionary measure. Onehub Enterprise is not vulnerable.

In early 2013 we began to offer Perfect Forward Secrecy to users running modern browsers which further mitigates any risk by preventing retroactive decryption of private traffic. We will continue to closely monitor the security and privacy of our customer’s data and will react swiftly against new threats that may emerge. Please contact us at support@onehub.com if you have any additional questions or concerns.

Richard Morgan: Onehub Account Executive by Day, Hollywood Voice-Over by Night!

Richard

Drumroll please! Introducing our new team member and account executive, Richard Morgan. Get to know Richard a bit by reading how he got started in the interesting industry of voice-over work.

Q – How did you get into voice-over work? 

A – I used my voice for professional singing and sports announcing for many years before even considering getting into a voice acting career. I witnessed what happened with the “golden voice” on YouTube and other national media outlets. This inspired me to pursue something on a much larger scale. My first big break was with Paramount Pictures in 2012 for the movie trailer Paranormal Activity 4 and Jack Reacher. Things have really taken off since then with work through LucasArts, Lucasfilm, Disney, ESPN Radio, Universal Studios, Warner Bros., and Fox.

Q  What is it about voice-over work that you find the most interesting and challenging?

A – The biggest challenge has been learning to speak without my “midwest” accent (haha). The most interesting part of the job has been meeting the people that make up the industry.

Q  What has been the most rewarding voice-over work that you have done to date?

A – To this date, public speaking for charity benefits has definitely been the most rewarding for me. I do have a project on the horizon that has been a life long dream of mine (to be disclosed soon so stay tuned!).  But, helping others is always more rewarding than personal accolades.

Q – Is there a particular voice-over professional that you admire?

A – I would have to say that Hugo Weaving is very high on my list right now. I can’t go without mentioning Don Lafontaine and Seth McFarlane.

Q – How does this passion for voice-over work help you in other areas of life (doing sales for Onehub, for instance)?

A – I believe that my voice talent gives a (sales) presentation a professional touch and this can make all the difference. In any multimedia presentation, whether a business training video, sales demo, or an entertaining podcast, voice matters. For advertising material that urges the buyer to take action, it needs to get their attention and establish trust. The wrong voice can not only be ineffective in generating sales, but can actually put off listeners.

Q – How can we keep up with your voice-over work accomplishments?

A – Unfortunately, there seem to be a few people named Richard Morgan in the world, and it turns out that some of them are also doing voice-over work professionally (small world indeed!). Most of my work can be found on YouTube at this point. Coming up, I’ll be working on a Disney movie and once that is completed I will have my own IMDB page!

We hope you have enjoyed getting to know our account executive, Richard! Stay tuned for the next Onehub staff spotlight interview. You never know who you’ll get to know!

Telecommuting Improved with Enterprise File Sharing

Working remotely from the office is a growing reality for enterprises around the world. Since 2005, the number of people working remotely has grown by nearly 80%, according to Global Workplace Analytics.

The latest telecommuting statistics show that the highest proportions of teleworkers are federal employees (3.3%), private sector not-for-profit employers (2.9%), private sector for-profit employers (2.6%), state government workers (2.4%), and local government workers (1.2%).

With the current labor force composition, 64 million US employees hold a job where they could telecommute at least part-time. Out of that, 79% said they would like to work from home at least part of the time. Altogether, this means that roughly 50 million U.S. workers can and want to telecommute.

Why is telecommuting a growing trend?

What is the potential ROI if more people telecommute in the US? If the 50 million people mentioned above who either want to or are capable of telecommuting start doing it, it could mean a national savings of $700 billion a year. A typical enterprise could save $11,000 per person per year on real estate costs and more. Furthermore, the employee would save anywhere from $2000 to $7000 a year on fuel costs, automotive maintenance, and more according to Global Workplace Analytics.

The challenges of telecommuting

While there are some obvious financial benefits for both enterprises and employees with telecommuting, it is not without a few challenges. Fortunately, enterprise file sharing solutions can reduce some of these challenges.

1. Communication

Many people that have worked in a corporate office and established relationships over the years say that communication and camaraderie are the primary things they miss when they start to telecommute. Their team members are no longer sitting directly beside them. This means that telecommuters need to rely on communication tools like phone, IM, email, and Skype for communicating. This can make it more difficult for telecommuters to communicate properly on shared team projects.

Enterprise file sharing can improve project communication. Not only is there one central hub that holds all of the team files, there are enhanced features like comments and tasks. These features allow team members to communicate with each other about specific projects in one central location. This gives telecommuting employees the same information as the employees that are in the office.

2. Career advancement

Many telecommuters find that they are actually more productive when they are home. However, your team members and managers in the office can’t actually see the physical time and effort that you are putting into your work. This could negatively affect your career advancement. The people that are actually at the office being seen doing the work are more likely to be promoted than telecommuters.

Enterprise file sharing solutions like Onehub have audit trails that can be a great solution to this problem. Audit trails enable all team members to see who has opened and worked on a particular file and when. Now your manager will be able to see just how on top of your tasks you really are.

3. Version Control

Many corporate businesses use email for file sharing. During a project, files go through multiple iterations with different versions getting distributed to different team members. Even with filename updating, versions can get confusing. Imagine an employee spending hours updating the file only to find out it was the wrong version.

With enterprise file sharing, there is a single location for all of your project files. Version control is handled by the system and file sharing features, like Onehub’s “versions”, enables team members to see version tracking history to ensure that they are always working on the right version.

Conclusion

Enterprise file sharing can improve the experience of telecommuting for employees and companies. We make it easy for telecommuters to collaborate from home, a coffee shop, or anywhere.

Limeade Dominates with Help from Onehub

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Limeade recently did a case study with us and shared why they initially chose to use Onehub, as well as why they have continued to use Onehub. In the case study, the Bellevue, WA company showcases their drive to “measurably improve well-being in the world through happy, healthy, high-performing workforces” and how Onehub plays an integral part in Limeade’s continuing success.

Limeade, the enterprise engagement platform that focuses on performance, wellness, and incentives to build high-performance workforces, started out using our online data room where they stored legal materials, corporate files, and proprietary contracts for their potential investors. According to Jaime Ostheimer, Limeade’s financial analyst, this fit their business needs in the beginning. However, as Limeade grew and built a stronger portfolio, they continued to use Onehub for online file sharing of proprietary internal documentation and customer contracts.

Jaime is one of the primary users of Onehub, along with her company controller. She says she finds Onehub to be self-explanatory and very efficient. According to Jaime, Onehub allows the data to keep flowing when one of them is away from the office.

“Especially during key times like an audit or evaluation period,” says Ostheimer, “it’s important to us and our external users to have easy, well-organized access to our documents any time they want. It keeps our processes going smoothly.”

Jaime’s favorite feature is the ability to securely upload her files and then share them folder by folder, or file by file, according to each user’s needs. While most users that she shares with have view-only rights, Jaime is able to give extra download rights to the benefits brokers, legal team, and external auditors. Jaime likes the fact that she was able to set up these sharing permission settings without any real training and is able to trust that their private documents are kept secure.

“Onehub is very easy to use, and I am confident that it’s secure. I like its flexibility and that it’s configurable to how we want to structure our files and data. Knowing that our files are protected, well-organized, and easily accessible has been important to our company’s success.”

Check out the entire Limeade case study.

Meet Leigh Caplan, Onehub’s Lead Dev and Resident DJ

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This month, for our Onehub staff showcase blog post, we’ll be introducing you to Leigh Caplan, Onehub’s lead developer. Here you can get to know Leigh and his passion for producing electronic music for the masses.

Q – How did you fall into the drum and bass scene originally?

A – I think I first heard a Photek track on a PlayStation game in the late ‘90s. I didn’t grow up in the UK so getting exposed to that style of music wasn’t as easy as it is now. In college, I started going to raves and getting more involved with producing electronic music; Drum and Bass was always present but never front and center. I guess I just became obsessed with the music, and have been making it ever since.

Q – What do you like the most about creating music?

A – I love the feeling you get when a song starts to take shape; a second ago it was just a mess of weird synth sounds and old samples, but suddenly it has a personality and a pulse. I think the thrill of creation is what keeps all artists going. It literally never gets old.

Q – Have you ever heard your music play while out at a club or just hanging out with friends? That must be crazy!

A- Yep, that just happened last Tuesday. It is crazy, but pretty cool as well. Your music sounds different in a club; different things are emphasized by the shape of the room, the size of the speakers, etc. Because of this, sometimes I don’t realize that it’s one of my tunes for a few seconds. My wife (with whom I produce music) always knows immediately though, and she makes fun of me for being so bad at spotting our tracks.

Q – Is there a particular DJ or music artist in your space that you admire?

A- Oh, there are dozens. There are people who have been in it since the beginning like Goldie, Klute, Total Science, and Ed Rush & Optical (who laid the groundwork for the particular flavor of DnB that I make), and there are relatively new artists like Break and DLR who are continuing to push things forward. I’ve only left about 100 or so artists off this list, there are just too many to name!

Q – How does having Drum and Bass pumping through your veins (and headset) help you build amazing online apps like Onehub?

A – I have heard that music and programming are highly correlated skills so maybe there’s something to it. I think that all of your outside experiences and influences give you different tools to approach different problems, so being heavily involved in producing music (and all that it entails) gives me a wider pool of knowledge to draw from when I’m programming.

I also use Onehub extensively to host my in-progress tracks, share with collaborators, and deliver masters to record labels when it’s time for release. Our granular security settings are great for making sure the right people are able to access the right files, and our previews are great for letting people listen (but not download).

Plus, when you’re listening to fast music, you can type 35-40% faster. It’s science.

Q – Do you have any new music coming out in 2014? If so, how can we be notified as soon as it goes live?

A – Yes, 2014 is already shaping up to be super busy! We have a 5-track EP locked in for Dispatch Recordings, a remix for Neil Davidge of Massive Attack, an appearance on Intrigue Music’s “Intrigue 11” LP, a 12” for CIA Records, a track on MC Fats’ “We Gotcha” compilation, and more new music in the pipeline for Commercial Suicide.

I always post clips to the SoundCloud page, so the best place to hear (and get links to buy) the newest stuff is at http://soundcloud.com/quadrant

We hope you enjoyed getting to know Leigh! Stay tuned for another Onehub staff profile coming soon.

Online File Sharing Provides True Security

Do you have confidential business files stored on your work computer? Maybe it’s a spreadsheet for a report that must be delivered to management tomorrow. If you don’t work on it from home, you’ll be at the office all night. As a trusted member of your company, you are authorized to view this type of data. The question is, once you put the data on your laptop and take it home, how secure is it?

Lost and Stolen Equipment

The Ponemon Institute conducted a survey of 329 organizations that had 86,000 laptops lost or stolen over a one-year period. While physically replacing a laptop is certainly expensive, Ponemon explained that the value of the lost hardware represented only a small portion of the estimated cost. Much more expensive was the value of intellectual property on these laptops and the fees associated with data breaches and statutory notification requirements. The average cost to replace the data on the laptop was $49,246.

Spyware

After working in the IT industry for a number of years, I’ve heard many examples of spyware. Many times, this is a result of, “I let my child use my laptop for a little while and now it’s infected.”

This problem frequently occurs when someone borrows your laptop and accidentally goes to a compromised site that is infected with spyware or maybe a virus. As a result, the laptop can become unstable and has to be rebuilt. According to BrandonGaille.com, 53% of all computer users have had some kind of experience with malware infection. Important files should not become a victim of this catastrophe.

Is Encryption The Answer?

Some businesses see encryption as a way to store confidential business data and protect files. This secures data so that only the people with the proper software and decryption key can access the information. While this may sound like a great solution, encryption can be difficult to work with in a collaborative professional environment.

Proper decryption tools must be installed on computers in order to decrypt and access the data. Additionally, it becomes very difficult to share files externally, as even after the encrypted data has been transmitted; the remote company must have the appropriate decryption tools in order to access the file. This can take time and ultimately slow down your file sharing process.

Online File Sharing – Secure & Accessible Data

Online file sharing is a great option for protecting cloud-based files. Since files can only be accessed with a secure login, approved users are the only ones that can access them. Since the files are stored in the cloud, any viruses that affect your hard drive do not affect your securely stored files.

Online file sharing can provide secure data that is independent of hardware failures, loss, spyware, or other mishaps that can happen to business users on a daily basis. Online file sharing can allow your company to easily share your data between employees while providing the security you need to protect your company’s most important asset; it’s data.

Redesigned Breadcrumbs

We recently shipped some updates to our breadcrumbs navigation. In this post, I’d like to walk you through the changes and discuss some of the design thinking behind the improvements.

Redesigned Breadcrumbs

Determining What was Most Important

When updating a frequently used piece of the interface, it is important to keep existing users in mind. One of the advantages of every Onehub employee, being Onehub users ourselves, is that it keeps all of us in touch with our users’ experience – allowing us to think through changes from an empathetic place. Armed with this empathy and some additional user research, our first step was to outline the most common user scenarios: breadcrumb navigation. To do this, we worked backwards from the following question:

“As a user, what is the most important function of the breadcrumbs?”

The immediate answer was being able to see the name of the folder/file you are currently looking at. Whether you’re looking at a file as a Viewer or Administrator, being reminded of which file you’re actually working with is a no-brainer.

A close second was the ability to quickly return to the root folder. Two of the most common actions taken in Onehub are one, quickly creating folders and uploading files; and two, hopping in to a file to add a comment/task, then hopping back up to the Workspace level to do something completely different.

Lastly, there are certainly times when you need to move through and collaborate on a handful of files at a time. In this scenario, being able to quickly jump back to the immediate parent folder and in to another file is important.

With these scenarios in mind, we set the following design goals for the redesign:

  1. Prioritize the current folder/file name.
  2. Always provide a link back to the root folder.
  3. Provide links to parent folders, exposing the immediate parent whenever possible.

Prioritizing the Current Folder/File Name

Now you always see as much of the name as we can possibly show you. If a folder/file name is too long to fit within the available space, we truncate it.

Breadcrumbs Truncation

Maintaining Access to the Root Folder

With this redesign the root folder continues to always be present, allowing you to quickly jump back to the top-level of your folder tree at any time.

Breadcrumbs Root

The ”…” Crumb

The final piece of the redesign is the new “more” crumb, signified by an ellipsis (…). This crumb fulfills the final design requirement dynamically. Depending on the available space around it, the more crumb may contain every parent folder or be non-existent. As space allows, we will pop folders out of the more crumb (starting with the closest parent) and display them inline with the current folder/file name.

Breadcrumbs More

I sincerely hope you find the redesigned breadcrumbs to be a wonderful enhancement. You can see them in action by visiting any of your Workspaces. As always, if you have any feedback, we’d love to hear it — tweet @onehub or send an email to support@onehub.com

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.

Email

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.