New Horizon Security Services Case Study Shows off Onehub’s Secure File Sharing

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New Horizon Security Services (NHSS) knew they needed a better way of sharing files amongst 400+ employees scattered across the state of Virginia. The family-owned business has four offices statewide. NHSS provides armed and unarmed security for government agencies, shopping malls, and private companies.

Kate Painter, the Communications and Public Relations Specialist, was nice enough to engage in a case study with us that explores why they choose to switch to Onehub from their existing file sharing software.

“We like Onehub a lot around here,” says Painter. “It gives us a central point to go to for sharing files and ensures people have access in the right ways. It’s convenient, quick, simple, and effective for everyone.”

NHSS: Onehub Power User

NHSS tried a few other solutions for secure online file sharing, but they didn’t meet their needs. Eventually, they tried Onehub and found it to be easier to use with more of the capabilities to closely manage who can share their files and to what extent. These included tightly controlled file access, file usage monitoring, the ability to view files without downloading, customizable client portals, and enhanced security.

NHSS uses Onehub for their client portal needs. This allows employees to easily access files, forms, centralized benefits info, company updates, newsletters, links to online timesheets, training info, and more. NHSS employees use the portal to assign tasks to their colleagues and for online file sharing.

With hundreds of files uploaded to the Onehub client portal, NHSS is happy to be using Onehub. As Painter puts it, “It seems like it’s been here forever now, so often do we use it. It’s easy, customizable, and a great communications tool.”

Onehub’s Secure Online File Sharing

NHSS is able to control access to the people that use their Onehub workspaces.  For example, management teams are able to post tasks and comments on files, and they can control whether added users are only able to view or print files. Client invoices have limited access rights and other files are locked down to prevent any type of unauthorized alteration.

“Being able to limit Onehub’s functions to certain users or files helps us keep things private or make them public as we need,” says Painter.

New horizons security services has grown to depend on Onehub to help them run their business. Onehub has become an integral part of NHSS in that each new employee is required to learn Onehub as part of their orientation. This shows the strong partnership between the two companies. Check out the case study to learn more.

A Year in Review – 2013 at Onehub

We’ve had a busy year developing features to make Onehub even easier and more efficient. Here is a glance at some of the most interesting things that happened at Onehub in 2013:

Google Drive Integration
In April, we integrated Google Drive with Onehub. This means you can give your entire team (and customers) access to edit documents directly within Onehub. This new feature helps our users save time, work more efficiently and collaborate easier with colleagues.

Workflow Tasks
We also added the collaboration feature of Workflow Tasks in April. This feature allows you to ask people to review or approve files within your Workspace. You can write a comment in the task to give and receive feedback throughout the entire edit / review process.

Simplified Pricing and Unlimited Storage
In May, we launched simplified pricing and unlimited storage. The simplified pricing plans make it easier for new Onehub users to pick the right plan. Also, you asked for more storage and we listened. The Team Edition now includes 1TB of storage, and the Business Edition has unlimited storage.

Saving Mobile Files to Onehub from Your iPhone and iPad
In July, we brought cloud mobility to the iPhone and iPad. Now you can upload files from your mobile device directly into the Onehub app, from anywhere anytime.

24/7 Phone Support
In October, we went 24/7 with all day phone support. Now, when you’re up late working on a project and have a question about Onehub you can reach a live person by phone who can help answer your problems and get back on track.

Favorites Were Added to Make Navigation Easier
In December, we added another feature that is destined to save Onehub users lots of time. The new Favorites function allows you to select specific Workspaces and make them Favorites. A new card view will appear at the top of the screen for easy access and a quick view of Workspace users and activity. This allows you to quickly access your Favorites instead of scrolling through a huge list of Workspaces and files.

We Published More Case Studies

  • Moss Warner talked about why they love Onehub as a client portal.
  • White Wolf Capital discussed how they wanted a secure and easy data management system.
  • Hilco Industrial shared with us how they needed secure control over their files.
  • Birch Capital talked about how they use Onehub’s advanced customization and user permissions.
  • PRG told us how they improved efficiency and collaboration with Onehub.

 
You Met Some of Our Staff
This year we showcased the following Onehub gurus:

  • Matthew – Onehub’s design lead and avid video game player
  • Brian Moran – Onehub’s CTO, co-founder and outrageous cyclist
  • W. Andrew Loe III – Onehub’s lead developer and sailing fanatic
  • Brian Warren – Onehub’s designer and typography enthusiast

 
We hope you’ve enjoyed our recap of 2013. We are SO excited for 2014 and will continue to make Onehub better. Happy New Year!

Meet Brian Warren – Onehub Designer and Typography Enthusiast

Each month we focus on helping you get to know the great people that work at Onehub. This month, we will be focusing on our lead designer, Brian and his passion for design and typography.

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Q – How did you first realize that you were interested in design & typography?

A – I ended up here by way of a rather circuitous route. I went to college as a Theology major. After a few years, while deep in the fog of my second year of taking Greek, I realized I might be due for a change. I had always been into art, and was even doing design freelancing design in my spare time over the summers. Graphic design was an easy fit for me. I switched my major mid-semester and never looked back. (My rather average grades shot through the roof.)

I remember very clearly the first day of my first graphic design class. We were talking about typefaces and all the associated jargon and nuances of this strange discipline. I was hooked. I loved how detailed and logical type was, while also being elegant and beautiful. It nurtured both sides of my brain in a way that I hadn’t ever experienced before.

Q – What gets you excited about typography?

A – We’re currently experiencing a wonderfully exciting time in the world of typography. All modern web browsers, even on mobile devices, are capable of using web fonts. Prior to this era, designers on the web only had a handful of fonts at their disposal. Now it’s no exaggeration to say we have countless options for web typography. I feel like a kid in a candy store.

Q – Are there any drawbacks to having so many options for web type?

A – Of course. Just like being the kid in the candy store, if you eat all of the candy you’ll get sick. If a design incorporates too many web fonts, then the experience for a user loading the web page can be a little slow, especially for mobile users. It pays to be smart about which fonts you include, and in which weights and styles. I recently wrote about this particular topic for Typekit as a guest author on their blog: On Weights & Styles.

Q – What’s your favorite typeface?

A – I wish I could answer this. I can’t say I really have an all-time favorite. I do love Trade Gothic, and I confess I’ve always had a thing for Garamond.

Q – How are things looking for the future of web typography?

A – Type on the web has a bright future. We’ve jumped a few technical hurdles in getting web browsers to work with web fonts, and type foundries and distributors are making it easier than ever to buy and use web fonts. In the future, browser makers will be adding more features to allow us designers the flexibility that we have enjoyed in print design for centuries. Things like control over hyphenation, better kerning support, better ligature support, and stylistic alternates are all things that we can see are coming, but need more broad support by web browsers before we can rely on them.

Q – Do you have any suggestions for people who are interested in getting into typography?

A – Oh sure! For one, everybody interested in typography needs a well-worn copy of this on their shelf: The Elements of Typographic Style, by Robert Bringhurst. This is the first stop on the typographic train. Bringhurst eloquently explains both the how and why behind everything from font selection to page dimensions with a passion that is absolutely contagious.

There’s no shortage of websites to read about typography as well. One of my favorites is Typedia, a user-contributed encyclopedia of typefaces. In addition to being a fantastic resource on its own, Typedia hosts a weekly Type News article written by my friends Grant Hutchinson and Erik Vorhes. It has tons of info each week including new typeface releases, typographic news, and links to great type articles around the web.

Q – How can those interested keep up with your latest and greatest in the world of design and typography?

A – Well, I write semi-regularly on my site at Be Good Not Bad, and I am @mrwarren on Twitter. If you happen to be near Vancouver, you can see me speak at Web Type West on February 1, 2014.

Onehub Adds New Favorites Feature to Make Workspaces Easier to Find

Many of our users have multiple Workspaces because they often create one for each customer and/or project. If you’re a power user, this can lead to a long list of Workspaces that need to be searched through in order to find the one that you’re looking for at any given moment.

At Onehub, we are always looking for ways to make our software work better for you. This time we’ve created a new favorites feature that makes finding your favorite, most commonly used Workspaces, much easier.

Introducing Onehub Favorites

All your Workspaces, folders, and files in Onehub can now be marked as a favorite by clicking the new star icon. The star icon appears to the right of the name when hovering over any item in the Onehub Home. When you click the star, that Workspace, folder, or file will be turned in to a favorite card at the very top of Onehub Home. Each item you favorite will also be added to a new menu in the Onehub bar, giving you instant access to your favorites.

The favorites card(s) that appear at the top of your homepage will look like this:

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As you can see, it includes the title of the Workspace in large, bold letters. This is followed by the size of the Workspace and the date of last access. Next you’ll see the faces of the people that have access to the item. Hovering over any face will reveal their profile information.

Have you ever wondered how often Workspaces are being updated? For example, which day of the week generates the most activity? The last visual feature of the favorites card is the activity sparkline. Sparklines update daily and graph all activity for a given favorite for the last 30 days.

We hope this new feature improves your Onehub experience and makes you more efficient. If you have any questions on how to use favorites, please feel free to call our support team anytime day or night at 877-644-7774.

 

 

PRG Talks Improved Efficiency and Collaboration in Recent Onehub Case Study

PRG

We recently did a case study with Cindy Hearn, Sales & Marketing Specialist for the Production Resource Group (PRG). We had an interesting chat that explains how they use Onehub to improve project collaboration.

PRG is a worldwide leader in event technology with 40 locations scattered across the globe. They set up lighting, audio, video, rigging, staging, scenery, and many other presentation services for events around the world. PRG has worked on projects like “The SEMA Show”, Oprah magazine’s “O You Weekend”, and “Auto Trader”.

For PRG, having employees who need to collaborate spread over  multiple continents poses some very special challenges. When you combine that with extremely large CAD drawings of light schematics, floor plans, and much more, it further complicates matters.

“Our CAD files were too big to email and took too long to FTP. What we really needed was a client portal where we could share and transfer large files easily and set access permissions at various levels,” said Hearn.

The PRG team members all needed access to project files in real time in order to get their jobs done. Also, Project Managers needed to be able to set the proper user permissions so that they can control how files are used, as well to speed up collaboration.

PRG Picks Onehub

PRG selected Onehub for several reasons. Onehub allows project managers to set up workspaces for each project. PRG can customize each private workspace with their logo and colors so both internal employees and clients will recognize their brand. As the different files related to the project get created they can each be saved to their designated Onehub workspace.

Onehub’s automated email notification tells all of the required people when a file has been updated on the system. This improves collaboration and lets everyone know what is going on.

“Notifications are one of the many ways Onehub makes our event management process more efficient. Our Sales and Operations teams have a clearer line of communication within and across their locations,” explains Hearn.

We were most excited to hear Hearn state this about Onehub: “It’s been great for everyone, including our clients.”

Read the PRG case study.

Time Saving Tips for Your Workday

Like most companies, at Onehub we’re focused on improving productivity and saving time. We hope this actionable list will help you get more out of each day.

Post It Priorities
Every morning, write down your top 2 to 3 highest priority tasks that must get done today. Put them on a sticky note and post it in plain sight (on your desk, monitor, etc.). These notes will help you focus on what is important.

Productive Times
We all have times throughout the day when we are more focused and alert than others. Keep these times in mind and make sure you use them to focus on your high priority tasks.

Block Off Time
Schedule a block of time. Turn off (or ignore) your email, shut down Facebook and Twitter, and let your phone go to voicemail. This is your allotted time to be productive and get things done.

Communicate Clearly During Collaboration
When collaborating with team members on projects it is critical to be clear and communicate well. This will reduce back and forth time and enable team members to take action immediately on your comments and tasks.

Filter Your Email!
Create folders (or tags) for different types of business emails and then create filters that assign new emails to folders. You’ll be amazed how much time it will save when you can read lower priority emails at low productivity times instead of when it arrives.

We hope you find our time saving tips useful.

Onehub Integrates with Dropbox

We are thrilled to announce a new adventure for Onehub and businesses that use Dropbox. We have built an integration using the Dropbox API that connects Onehub with your Dropbox files. This integration gives businesses that use Dropbox powerful new features like advanced permission controls, custom branding, and advanced collaboration tools. Onehub is proud to be the first enterprise file sharing app to integrate with the Dropbox Platform.

“Adding a new layer of sharing and collaboration with Onehub makes Dropbox a complete enterprise file sharing service for businesses that currently use Dropbox,” said Charles Mount, founder and CEO of Onehub. “Onehub is already in use across more than 50,000 businesses and our integration with Dropbox will extend the Onehub secure sharing and collaboration features to all businesses who rely on Dropbox.”

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What this means for Businesses that use Dropbox

Sharing Permissions:
Integrating your Dropbox files into Onehub gives your teams and external customers advanced permission controls. Our sharing permission features allow for both folders and files to be shared with more control.

Custom Branding:
After integrating, users will have access to white label and custom domain mapping. This means that when you share a file with customers and colleagues, it will be your brand that they see, not ours. You can place your company’s logo on your file sharing Workspaces. This allows you to grow your brand by showing your employees and customers the logo they know and trust.

Comments and Tasks:
Adding comments and task assignments to files in Onehub improves team collaboration. Comments can be turned off for a folder or file so that administrators can control who can view or write comments. This is a great way to allow geographically dispersed team members to communicate about revisions. Tasks can be created by one person and then assigned to another employee. Tasks and comments can be shared amongst employees to speed up the collaboration process.

This is a very exciting solution for businesses that use Dropbox to have more file sharing features. Give your Dropbox files a promotion by connecting them to Onehub today.

Announcing 24/7 Phone Support

Onehub is now offering 24×7 phone support. We have clients all over the world that need 24 hour support, 7 days a week. This change allows us to be there for them when they need assistance. Now, when you are working after hours, or happen to be in a different time zone, and have a question about Onehub you can reach a live person by phone.

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Brandon and Brooke, the lead customer service representatives at Onehub.

Why Is This Important?

We know when using any type of cloud services, great customer service is essential. Management needs to know that the services will be available when they are needed. If employees or customers have a question, it needs to be answered promptly.

IT needs to have support whenever a team member needs it. If users in the office or out in the field need help with an issue, they need to have a person available to answer their questions.

At Onehub, we recognize how important 24/7 customer service is and are delivering on this need. Our customers on the other side of the world are working while most of us in the US are asleep.  When they have a question or problem with their Onehub account, we will be there to answer their call: It will be answered by a live person instead of a voicemail system.  We’ve all had times when we worked late to meet a deadline or get ahead on a project.  If you’re burning the midnight oil, we’re here for you.

The Value in File Sharing Permissions

Some companies start using a file sharing solution and learn just enough to get the basics going. After that, they release it to the rest of the company so they can get to work. While this may be a common strategy, taking time to learn about best practices for online file sharing permissions can add huge value to your file sharing usage.

In Onehub, our customers typically organize their information by project, department, or client. Our customers, who take advantage of our file sharing permissions, set rules for each folder and file when they share with others. They can give their invited users the ability to read-only, read/write, create, move, and/or delete.

Onehub Sharing Permissions

Roles

Onehub’s file sharing has preset role permissions that allow the owners of each Workspace (A Workspace is like a folder, only more powerful with messages, comments, dashboards and more) to easily select each level of access. These range from “Administrator” with full access to everything including creating, downloading, editing, and printing files to a “Viewer” role, which allows the user to only preview files.

Additional roles include another top-level “Moderator” that has similar access as an Administrator but they cannot modify workspaces. “Collaborator” that can make edits to files, upload new files, and even delete files and folders from workspaces.  “Creator” that can view files shared with them, but only edit and delete files that they own. Finally, “Downloader”, “Printer”, and “Viewer”, who are granted the least amount of options but can view every file that is shared with them.

Selecting the right role for each person that a file is shared with is an important task and Onehub makes it easy to do.

Learn more about Onehub’s role permissions.

Best Practices

Here are some best practices when implementing online file sharing permissions: First, designate a small group to administer your company’s content structure. Once this group has been created, have one of them create your Workspaces and root folders. We recommend creating one Workspace for each department.

Once the Workspaces have been set up, create the appropriate permissions. A good example would be to give the sales department “create/edit” access to the sales Workspace while other departments are set to “view only” or “no access”. Some departments such as human resources and accounting will probably have extremely limited access for the required people only.

Once the Workspace structure has been set up, it will become the administrator’s job to monitor the Workspaces. Don’t be surprised if general maintenance is needed occasionally to reorganize things as your company grows and changes.

Conclusion

Using file sharing permissions can protect your secure content from being shared with the wrong people, and from people changing, moving, or deleting important data. Taking the time to learn about sharing permissions, and setting them up, can ensure that your folders and files are easy to find and properly secured.

Birch Capital on Customization and User Permissions

Birch Capital

We recently had a chance to chat with our customer Birch Capital for a case study. In this Onehub case study, Birch Capital explains that they needed an online file sharing solution that would guarantee that their files were going to be secure, while at the same time providing ease-of-use for their employees and customers.

Birch Capital is a specialty real estate finance group while Birch REA (real estate advisors) offers real estate services to financial institutions, investors, developers, corporations, and more. Vast amounts of information flow between the two companies and document sharing with proper security is essential.

During the case study, J. Bruce Ricciuti, president of Birch REA and managing director of Birch Capital, shared with us that some of the initial online file sharing providers they tried had several limitations with ease-of-use and customization. Sometimes clients had login and usage issues, while other times the provider simply didn’t have the customization or user permission controls that they needed for security.

Onehub Customer Portal Was the Solution

Investors of Birch Capital depend on quick and easy access to a customer portal in order to get their jobs done. They need to be able to find and share financial information in the form of documents, videos, photographs, building plans, legal documents and more.

For the real estate advisors, they must constantly share in-progress real estate files and use Onehub to track who has been accessing the confidential information along the pipeline.

At any given point, Birch may run up to 30 Onehub workspaces that have limited access to only approved individuals organized by project. In order for things to run smoothly, user permissions must be managed for both companies and all information and activity must remain confidential and separate.

“Limitations with our previous tool got us into some very embarrassing situations around this,” explains Ricciuti. “But with Onehub, we can customize who we send our information to, how we receive information back from them, and whether everyone has visibility into everyone else’s activity.”

Customization the Way Birch Needs It

Birch wanted to make sure that each workspace was customized providing their clients with a unique and professional user experience. Using Onehub’s white labeling service, Birch has been able to replace the Onehub logo with their own throughout all of the workspaces. This, combined with using their own domain, helps Birch improve their brand image.

Ricciuti revealed in the case study that he “would recommend Onehub without any doubts.” We’re always thrilled when customers are happy.

Read the entire case study.