Introducing Document Watermarks

Uploading and sharing confidential information can be scary. What if the information is leaked? How do I prevent people from downloading and distributing confidential documents? These are all important questions to consider when sharing confidential documents. Today we are announcing a new Document Watermark feature to give you more control over your information and provide a way to track documents after they are downloaded.

Document Watermarks automatically insert a Watermark with the user’s email, date and the word Confidential when a user views the document online or downloads. If a user has download permission, the user will download a protected PDF that includes the Watermark. Administrators and Moderators will still have access to the original documents.

Viewing Documents Online

When viewing documents in a Workspace with Watermarks enabled, the file preview automatically displays a watermark on every page.

Sample Document with Watermark

Downloading Documents

When downloading documents, the user gets a protected PDF with the watermark instead of the original file. Administrators and Moderators in the Workspace can download the original file without a watermark.

Sample of downloaded document with watermark

How do I enable Watermarks?

To enable Watermarks in your Workspace, click the Settings icon in the top right next to the Workspace name. Choose the Security area, and click Enable Document Watermarks.

The Document Watermark feature is available starting today on the Team and Enterprise Edition plans. Learn more about Document Watermarks on our Help site.

View Workspace As…

Onehub Workspaces uses a role-based permission system to control access to files and information. The role is set when the user is invited and can be changed at any time by an Administrator or Moderator. One of the challenges with role-based permissions, is viewing the information you are sharing as a different role. This is now easy in Workspaces with the new View Workspaces As feature.

How it Works

When sharing a Workspace, folder or file, you select the role of the user you are inviting. Next to the role drop-down are two icons, Help and View As.

Screen shot of the share interface

When you select View As, your view is replaced using the permissions of the role you selected. The top Onehub bar is replaced with a Preview Bar. To return to the normal view, click the X icon in the top right to exit preview mode.

Screen Shot of Workspace

Available Roles

Note: All roles inherit the permissions of the roles below them.

  • Administrator. Can edit the Workspace pages, modify the logo and colors, and modify the Workspace security settings.
  • Moderator. Can upload, edit and delete any file or folder. Can invite other users to the Workspace, invite users to a file and folder, create secure links, and edit all comments in the Workspace.
  • Creator. Can view previews, print, and download files. Can upload files to a folder or Workspace and delete folders and files they created. Can view and add comments to files, folders and messages. Can post Messages to a Workspace.
  • Downloader. Can view previews, print and download files. Cannot view or add comments to items.
  • Printer. Can view previews and print but cannot download files. Cannot view or add comments to items.
  • Viewer. Can view previews of files but cannot print or download files. Cannot view or add comments to items.

Have Questions? You can read more about role-based permission on the Onehub Help site.

Introducing Branded Emails

When sharing information your brand should be the focus not ours. With this in mind, we recently updated the Workspace emails to include your branding.

An example of the new branded invitation emails.

Onehub Workspaces sends email for several events including inviting a new users, commenting on an item, posting a new message and daily notification emails. All of these emails now include the color and logo from the Workspace.

Screen Shot 2011-09-09 at 2.06.36 PM

An example of the new comment emails.

Note: These changes only apply to users on Workspaces version 2. If you don’t see branded emails, you may be using Workspaces version 1. To learn more about migrating to Workspaces 2, please contact us at support@onehub.com.

Onehub Has a New Office

We moved! After a several month search, we leased office space in Pioneer Square. The new office is located in an awesome neighborhood that has become the tech hub of Seattle and gives us room to grow for the next few years.

If you are not familiar with Seattle, Pioneer Square is a historic neighborhood in the heart of Seattle. The neighborhood was settled in 1852 and the early buildings were wooden structures. In 1889, the Great Seattle Fire destroyed much of the neighborhood and the wooden buildings were replaced with brick and stone buildings. Our new office is in a historic brick building that was recently renovated.

Our new mailing address:

Onehub Inc.
105 S Main Street, Suite 240
Seattle, WA 98104

Map of the new office:


We are unpacking and settling in to the new space. It is a big change to move from private offices to a large open space. So far, we love it. We will post photos when we are finishing unpacking. For now, here is a quick photo from my phone.

Office2-1

Lower Price for Additional Storage Space

For all paid Workspaces plans, you can purchase additional storage a la carte. Additional storage is sold per GB and the price ranged from $2 – $5 per GB depending on your plan. Today, we are lowering the price for additional storage to $1 per GB on all plans.


If you have purchased additional storage already, you don’t need to do anything to get the lower price. The new price will take affect on your next billing cycle.

View the full price list for Workspaces.

Get More Out of Workspaces with Sync

Sharing files online is great. As long as you don’t have to switch to your browser every 5 minutes to manually upload and download files when they change.

Onehub Sync is a new feature for Workspaces that keeps a local copy of all the files and folders stored in the online Workspace. The Onehub Sync client is a lightweight application than runs continually to watch for changes to online and local files. When changes are detected, the client automatically synchronizes the two.

Download Onehub Sync

Why should you try Onehub Sync?

It’s Easy. Onehub Sync only takes a few minutes to setup.
It’s Automatic. Once installed, you work on files in your special Onehub folder and everything is automatically synchronized in the background.
It’s Free. Onehub Sync is free with any paid plan. For free users, you can try Sync free for 30 days.

Benefits of Onehub Sync

Increase Productivity

By seamlessly connecting your computer to the robust collaboration tools offered in Onehub Workspaces you can more productively and efficiently work with people inside and outside your firewall.

Effortless Collaboration

When other members of your workspace use Onehub sync, you’ll automatically receive their changes as well. Everyone in the workspace always has the most up-to-date versions of files.

Work Offline

Access and work on your files even when you’re offline. Any changes you make will be tracked and synced with your workspaces the next time you are online.

Learn more about Onehub Sync.

Why Birch Leaf Global Chose Onehub for Online File Sharing

Birch-Leaf-Global

Once again it is time to visit another conversation with a customer at Onehub. This week I spent some time speaking with Bruce Ricciuti, managing member of Birch Leaf Global. Bruce gave us some insight as to why the customization and flexibility of Onehub created the right file sharing solution for their company. By using Onehub Birch Leaf Global is able to better provide their investors with information in a quick, secure, and professional manner.

Stephanie Chinn (Onehub): Please start by sharing with us a little bit about your company and what exactly it is you do there.

Bruce-Ricciuti

Bruce Ricciuti (Birch Leaf Global): Birch Leaf Global is a real estate investment company that funds commercial, university, hospital, and institutional projects across the US by finding foreign capital sources. Our company promotes projects with developers by marketing the projects to investors in China, Latin America, India, Brazil, and other foreign countries.  My position at Birch Leaf Global is managing member.

Stephanie Chinn (Onehub): How did your company hear about Onehub?

Bruce Ricciuti (Birch Leaf Global): Previous to Onehub we were using a competitive product, which we were constantly having problems with. Eventually we decided that we needed to look into another file sharing product. I spent some time researching other solutions and software platforms in the file sharing market and I quickly came to the conclusion that the customization offered by Onehub made it the best option for our company.

Stephanie Chinn (Onehub): What were some of the problems that you ran into when you were using the other product?

Bruce Ricciuti (Birch Leaf Global): Well with the other product we ran into quite a few problems that sadly, we felt the company was unwilling to address. Our biggest issue was with the product’s notification system. When sending messages to our investors we often send the same message, but we don’t necessarily want those investors to have access to one another. With this particular product we were having problems with sending messages that only allowed the recipient to reply directly to us, and not to everyone who was receiving the email. Having a “reply to all” function that was unable to be turned off caused a couple embarrassing incidents for our company. Ultimately we were looking for a way to create a virtual data room where we could customize whom we sent our information to, the amount of access those individuals had to one another, and also customize the manner in which we received information back from those individuals. Another issue that we were facing with the previous product was that our investors were having difficulties with the basic usability of the product. We were constantly receiving phone calls about log in issues and questions regarding account set up. However since switching to Onehub we have eliminated all of those types of issues.

Stephanie Chinn (Onehub): And how would you say that your company is using Onehub today?

Bruce Ricciuti (Birch Leaf Global): Well as with any real estate project there is an extreme amount of data and property information being exchanged and reviewed. This is especially so when you have investors that are looking to invest five hundred thousand to one million dollars into a project, which is true for most of the investors that we are working with. Overall we use Onehub to automate the flow of information we send to our investors. Once we qualify an investor, we will send them an invitation to the hub that we have set up for that specific project. Onehub makes it simple for us to give our investors quick and easy access to videos, pictures, site plans, building plans, and legal documents pertaining to the project they are reviewing and considering. In this way, Onehub allows for a type of due diligence that is secure, but that we can also customize to whom we send the information. The best part is the amount of time we save by just having to upload the information once. After the information has been uploaded all we have to do is simply click a button and we can send that information to any interested investor.

Stephanie Chinn (Onehub): What are some of the major benefits you have found since switching to Onehub?

Bruce Ricciuti (Birch Leaf Global): One of the main benefits has been how easily our investors have adapted to using the product. We are constantly working with individuals from all over the world. In working with different countries the language barrier is of course always going to be a concern, however with Onehub we have yet to run into any problems with clients successfully logging in and accessing the information they wish to review. The way Onehub is set up allows for individuals to catch on quickly and understand how to navigate without any type of tutorial or explanation. Even the novice computer user can just go log in and immediately feel like they know their way around the product. Another thing that we appreciated about Onehub is that you make it so easy-to-use, while maintaining a very professional look and feel to the site at the same time. The professionalism allows us to share the hub directly with our investors without having to do any type of design work on our part. Overall using Onehub was not only a cost effective choice, but it also instantly increased our productivity.

Stephanie Chinn (Onehub): What do your colleagues, and investors say about Onehub?

Bruce Ricciuti (Birch Leaf Global): We have received nothing but positive feedback. The best thing that we have found since switching to Onehub is that we have received absolutely no phone calls regarding questions about the service. Again we understand that when working with investors from all over the world language barriers can be a problem, but with Onehub our overseas investors have been able to easily and quickly access all information. As a company we have no complaints, it is probably one of the best external products that we work with here, the one we are most happy with.

The Most Awesome HTML5 Uploader Ever Built

HTML5, the next major revision of the HTML standard, has given us the ability to support file uploads via the web interface using drag and drop. You can now simply drag and drop files from your desktop to your Workspaces. The simplicity of this new feature makes file sharing and online collaboration a breeze.

Dragging Files

Right now, this feature is available in Chrome, Firefox, and newer versions of Safari. We have heard rumors that Internet Explorer 9 (which is currently in Beta) will support HTML5 including drag and drop.  However, if you want to try this out now, download one of the modern browsers I mentioned above.   We can’t wait to hear your thoughts on this cool feature.  We hope you are as excited as we are.  Tell us what you think by commenting on this post.

Happy dragging and dropping!

Case Study: EBSCO Media Chooses Onehub for Online Collaboration and File Sharing

EBSCO Media chooses Onehub to create a better customer portal experience and enable sales team

EBSCO Media, Alabama’s largest commercial printer chooses Onehub to make it easy for their customers to share important business information with them.

ebsco-screenshot

EBSCO Media is Alabama’s largest commercial printer offering a full-service printing experience for customers across the United States. EBSCO provides offset and digital printing excellence as well as the ability to design, bind, fulfill, and mail custom-printed pieces. In business more than 60 years, EBSCO Media operates its 130,000 square-foot production facility and 50,000 square-foot warehouse in Birmingham, Alabama 24 hours a day, 7 days a week.

Situation
EBSCO receives hundreds of files a month from customers who need printing services. These files are typically InDesign, PDFs, and Quark files or any other file type used in desktop publishing. They also need to share different types of graphical and audio-video media files, spreadsheets, and presentation documents with partners.

Prior to finding Onehub, EBSCO hosted its own solution using a legacy file sharing product. EBSCO understood their current file sharing system had limitations and proactively looked for a better solution.

Solution
EBSCO Media found that Onehub was what they were looking for — and more.

benefits

“I wanted a third party solution that we could brand to look like our own. A solution that would work well for everyone, and is easy to use regardless of their computer knowledge. It needed to be web-based and have a way to segregate notifications so that the proper people are notified when files are uploaded,” says Randy Jamerson, Prepress Systems Administrator. “We also needed the ability to control access to specific files and folders so that customers could view only the files that belonged to them, not everything on the system. Onehub’s page and folder level permissions provided EBSCO Media with this functionality.”

EBSCO uses Onehub to make it easier for customers to upload files and for the customer service representatives and sales representatives to more easily access these files and related information. It’s a win–win for all parties involved.

“Our customers are overwhelmingly positive about the change from using traditional FTP to Onehub. Our salespeople now have more access to files without having to wade through information that doesn’t pertain to them. We are also using Onehub internally as an intranet for sales resources and training information.” says Randy Jamerson.

Announcing Onehub Sync

collaboration

Research suggests that 50% of valuable business information and files are stored on individual employee computers. That is a huge amount of important business insights and possible ideas that aren’t available to other people inside your company or your business partners and clients outside of your company. There they are locked away on individual computers.

This is why we are excited to announce Onehub Sync.

Onehub Sync makes it easy to unleash the files and information stored on individual computers by creating a link to your Onehub workspaces in the cloud. This way you can not only share files and collaborate with people inside your company but also outside your company. It makes information sharing with external partners and vendors or even customers seamless and easy. By connecting your computer to the robust collaboration tools offered in Onehub Workspaces you can more productively and efficiently work with people inside and outside your firewall.

Want to see it in action? Watch this short video.

How it works:
You download the Onehub Sync client to your computer and install. A Onehub folder will be created in your “Documents” folder. You can determine which Onehub Workspaces you would like to sync and turn them on in the Onehub application. When you put files into the Onehub folder on your computer it continuously syncs those files to your client extranets, partner portals, or internal department intranets on Onehub and vice versa. Everyone gets notified via email of new files and changes that are synced so you’re always on the same page. Onehub Sync provides a seamless connection from your computer to the cloud and from your office to others around the world.

We are happy to have Onehub Sync applications available for both Mac and Windows. We will be releasing these to our customers over the next few weeks.We look forward to hearing your feedback about this great new feature. If you are a customer and would like to try Onehub Sync, please contact us at info@onehub.com or 1-877-644-7774.