Helpful Efficiency Tips from Onehub

To do list

This month we are starting a new monthly blog post series designed to help you work more productively. It will include tips, tricks, and tools that we’ve found increases productivity in the workplace. This month our focus is on the all-important task list that helps us all get through our day. We’ll give you some insights on the task management tools we use as we work to make online file sharing more secure, easier, and more controllable for businesses.

Recently we asked some of our co-workers at Onehub what they like to use to keep up with their day-to-day tasks. As you can imagine, different types of task lists fit different people and their jobs. There is no one-size-fits-all.

  • Our CEO – Charles likes to use Wunderlist to keep track of his daily tasks. Charles says he really likes the program because it’s fast, simple, and free. He is able to schedule tasks and access them quickly and easily. Charles also uses Google calendar to track all of his meetings and daily call schedule (which is pretty full these days).

  • Customer service team – uses an app called Alarms. They use it to keep track of their time sensitive tasks. When using this program, an alarm pops up on your screen at the time you’ve set. It showcases the tasks that you previously listed so they are right in front of your face. At that point, you can manage your tasks by marking them complete, rescheduling the task for later or when you have time, or even deleting it.

  • Development team – uses the development tracking tool Lighthouse to create new projects, track workflow, and collaborate when building new features. They also use the Reminders app by Apple for reminders such as scheduling meetings. They like Reminders because it synchronizes across multiple devices.

  • Design team – Wunderlist to track their task list. Some team members also use Mailbox to track e-mails that need to be addressed on a specific day.

  • Marketing team – uses Google calendar for tasks, reminders, and scheduling of meetings  and calls.

  • Copy team – likes to use the free version of Producteev to manage tasks (although after writing this list, our writers thinks they might try out Wunderlist!) .

As you might expect, we all use Onehub to collaborate and share files for project management and all of our marketing projects.

As you have probably noticed by now, there is no single task manager that is right for everyone. One of the wonderful things about working at Onehub is the flexibility to pick the right task management tool that makes you productive. Some people may like using a calendar, while others use custom-designed project tools to manage milestones and tasks. At the end of the day, Onehub provides its team with the flexibility to do whatever it takes to get things done.

Meet Matthew – Onehub Design Lead and Avid Video Game Player

Welcome to our new series dedicated to Onehub employees. Each month we will feature a Onehub employee and help you learn more about the Onehub family. There’s been a lot of talk recently about cloud technology and video gaming. We thought we would take this opportunity to talk with Matthew, the design lead at Onehub, who is also an avid video game player.

matthew-anderson-headshot

About Matthew

Matthew is a designer, podcaster, and Canadian expat. He loves designing, coding, and shipping useful things. Here at Onehub, Matthew does user interface design and front-end development for all of our products and websites. He also handles the overall creative strategy to ensure that you get a great user experience. Matthew is responsible for all information architecture, creative guidelines, and web standards implementation.

Matthew’s Passion for Gaming

We had a great conversation with Matthew about his love of video games.

Q – When did you start playing videos games?
A – I believe I was 6 years old. My brothers and I got an original Nintendo for Christmas.

Q- What was it that drew you in?
A – There was nothing else like it. I felt like I had my very own, ever-expanding arcade in the living room. It was all of the things you loved as a kid in a single box – games, stories, puzzles, music, information, competition. Not to mention, everything appeared to work via magic. Remember the Zapper that you used with Duck Hunt? Most people still don’t know how that thing worked. Magic!

Q – What was your favorite game when you started to play?
A – Every game is your favorite when you’re a kid. When I look back now though, the first game I can remember feeling truly inspired by was Kid Chameleon. It was very long and insanely difficult. I loved the look and feel of the levels. You could pick up different helmets (gaining temporary abilities) that changed how you played the game. Most importantly though, it was the first game where the story behind it really resonated with me. It was a game about an arcade game that kidnapped kids who were unable to beat it. You play the first kid that beats the game and frees the others. I was fascinated with virtual reality as a child. It was incredibly meta.

Q – What do you like most about playing video games now as a grown up?
A – They make me feel like a kid. From a professional standpoint, they’re a source of creative inspiration. There are a lot of parallels between game design and product design. While each medium requires a different set of skills, the underlying problems that we’re all trying to solve are similar. When faced with a web/product design problem, game mechanics and game UI are one of the many boxes I commonly pull ideas from.

From a personal standpoint, video games are a really enjoyable way to relieve stress and exercise my brain. I also love being able to connect with family and friends who live far away.

Q – What is your current favorite game, if any?
A – The best game I’ve completed so far this year is the new Tomb Raider reboot. I just started The Last of Us though, which will probably be a contender.

Q – Do you have any hopes for the future of gaming?
A – I’m really intrigued by the potential of passive multiplayer. You’re playing a game by yourself and then, all of a sudden, someone else is in the world with you. It has the potential to add an entirely new dynamic to games. Demon’s Souls was the first game I played that tried something like that. Last year, a wonderful game called Journey used it to great success. There are two upcoming games, Watch Dogs and Destiny, that sound like they are experimenting with this as well. I can’t wait to play both.

I also hope the industry becomes less hyper-focused on technology and realism. While they are both necessary parts of video games, I don’t think they should necessarily be the most important bars to shoot for. Just like movies, there will always be a place for blockbuster games. I’d love to see more games that challenge our notions of what a video game actually is. I would point to Journey again as an excellent example of a game that does almost everything different. In fact, I almost hesitate to call Journey a game – yet it is one of the most enjoyable experiences I have ever had with the medium. I hope the future is filled with more “games” like Journey.

Q – How can those interested keep up with your gaming insights?
A – I co-host a monthly podcast about video games called Chips & Bits. I also tweet about video games from time to time @wanderingmatt.

We hope you found our interview with Matthew to be interesting. We can’t wait for you to meet our next staff member next month!

MossWarner Talks About Why They Love Onehub

During a recent interview for a Onehub case study we had an opportunity to talk with Marcy Kalina, vice president of MossWarner, about how they use online file sharing. MossWarner is a full-service marketing communications company that has been a Onehub customer since 2008. Like many companies, MossWarner has to deal with gigabyte hungry videos and multi-megabyte print files on a daily basis. They were running out of storage and didn’t know what to do.

At Onehub, we’ve seen this scenario play out again and again. Companies max out their storage and then have to ask associates to delete files they don’t need. This costs the company time and money. When you multiply that times hundreds of clients, freelancers, and vendors that access MossWarner’s data from around the world, there is no doubt that it’s a big problem. We’re talking about constant file sharing, all day every day.

To help resolve this issue, MossWarner switched their plan from team to business and now has unlimited storage. Now they don’t have to worry about having their associates do file maintenance.

Of course, with unlimited storage space comes the concern of security. Files stay at Onehub indefinitely, so there is built-in security with Onehub. MossWarner deals with a lot of confidential info, and Onehub’s secure file sharing allows them to easily set up custom workspaces and manage security at a folder and file level.

For above and beyone security, in Onehub each client of MossWarner gets their own branded workspace for receiving and storing project files like photos, logos, video, and more. They use the thumbnail views for an easy way to flip through files. They can send password-protected links to only those people who are supposed to get them. Since MossWarner has purchased a white label feature, it enables them use their own domain name for their portal. This way clients only see MossWarner instead of Onehub in the URL for their own client portal.

“I love how quickly we can set up custom client workspaces,” says Kalina. “It delights our clients to have their own area and provides special value to them.”

Any time a new item is posted to a workspace, associates can easily set role permissions so that only invited users see what MossWarner wants them to see. This can be accessed to a workspace, folders, files, comments, download ability, and more.

“It takes us a few extra seconds to think about each posting,” says Kalina, “but the fact that we can protect certain folders and files within an entire workspace gives us a lot of control and flexibility. And the drag-and-drop feature to upload files is awesome—very easy to use.”

Kalina also likes how Onehub helps them easily maintain their accounts in projects. Whether it is storage, workspaces, access levels, or project activity, “I can see all permissions and actions taking place within the workspaces, and I can tell when a client has downloaded a file.” They even have the ability to audit these actions and to hide workspace activity from unauthorized access.

MossWarner looked at different file sharing companies before making the decision to go with Onehub 5 years ago. As their company has grown, Onehub has grown with them, providing secure file sharing with unlimited storage for a winning combination.

How to Pick a Cloud Solution that Fits Your Business

Cloud services are expected to grow more than 17% by 2016. When your company is ready to move more of their processes to the cloud, it is important to pick a solution that properly fits your business. The right cloud services will help you focus on your core business. After all, isn’t that where your attention should be?

Which Cloud Services Do You Need?

In the beginning, you should create a high-level list of all of your business processes. You can start with items like email, payroll, sharing files with clients, AP, AR, etc. Once you have your list of business processes, you can start evaluating which ones can be moved to the cloud.

Next, you will need to do some research to determine which cloud service providers meet your needs. For instance, you may need one for file sharing and another for payroll. Make sure that you pick services to match your business, not the other way around.

“Cloud services present an opportunity for companies to focus on their core competencies. Most business processes are necessary overhead, but offloading the management and maintenance of those processes frees resources to work on what differentiates a business,” states Andrew Loe, our  Development Lead here at Onehub. “At the same time, IT managers need to decide what parts of their process should be offloaded in order to be pragmatic and choose the right cloud solutions that are inline with their business objectives.”

Once you have an initial list of service providers, use the questions below to pick the best ones for your needs.

Is the Provider’s Technology Secure?

Does the cloud provider offer a private cloud solution that is only accessible to specified organizations and/or people? Some companies may need the increased security of a private cloud. If this is a factor, make sure the provider has a private cloud solution when doing your research. Onehub makes the security of its customer’s files and data a top priority. We promise and deliver the highest level of security across the millions of files residing in our systems.

Is the Service Easy to Use?

Let’s say you’re selecting a file sharing provider. Is it easy to upload the files to their system? Once the files are uploaded, can you easily set the permissions so that only the right people can access the files? Is it easy to share the files with your customers and vendors? With Onehub, files can be added with a simple drag-and-drop onto the webpage. Onehub offers folder and file user permissions to ensure that you have control over what files are being shared with who, at all times.

Can They Meet Your Deadline?

The service provider can have a great product, but if they can’t meet your implementation deadline it can be a deal breaker. This is an important question to ask early on to make sure they can have their service ready on time. Onehub can be ready to use in a matter of minutes, so we can meet any implementation deadline.

Do they have Incredible Customer Service?

Does the provider have incredible customer service? Will they give you two or three current customers to call for references? If so, some good questions to ask might be:

  • How quickly does customer service return calls?
  • Is their staff knowledgeable?
  • What is their availability?
    •  If your company has different hours of operation, are you able to wait until they are open for business?
  • How long do you have to wait on the phone before a person helps you?

At Onehub, we take great pride in providing incredible customer service. Our knowledgeable staff is waiting to take your call. Just give us a ring at 877-644-7774.

Is There Performance Rate Inline with Your Needs?

Sure, any cloud service provider can say they have great performance, but how do they measure it? More importantly, how do they relate performance to overall customer satisfaction? At Onehub, our development team is constantly monitoring application performance to ensure stellar access every time you access your Onehub account.

How reliable is their service? What happens in the case of a natural disaster or power outage?  Do they have multiple internet connections for redundancy?  At Onehub, our data center is ready to provide reliable service. You can access your files with confidence from anywhere in the world, anytime you need, from multiple devices.

Conclusion

Picking what specific cloud solutions to choose for your company requires proper planning. Making a high-level list of business processes is a great way to start. This way when you look at services, you can match them up to your processes. Once you have this information, researching the right cloud service providers and asking the right questions becomes an easier process.

Share Files with Confidence

As you all know, Onehub is an online file sharing solution that helps businesses securely share and control files in the cloud. There are other companies that do this type of thing too. You may have heard of at least one….box, something? Well, we recently did a full on review of the big players in our space and found some pretty interesting things.

We found that most document sharing solutions do similar things and all do them pretty well. We all securely store big data files, let you share folders and files with other people, access your files from multiple devices, and most are pretty easy to set up and use.

The biggest difference we found was around permissions settings. It seems that online file sharing solutions differ widely when it comes to features within the platform that enable users to control what files are shared and with whom. Check it out:

Onehub Features Matrix

Onehub doesn’t just help users share folders or files. Unlike other file sharing solutions, we enable users to set specific access and edit permissions that provide confident control of their information.

These granular permissions include:

  •   Folder and file sharing based on role, task, and many other dimensions, ensuring your data stays private
  •   Powerful document rights management, user agreements and watermarking to prevent misuse
  • Sophisticated tracking and admin notification that report every event from views and downloads to edits and comments

Of course, there are many other differences between Onehub and the other online file sharing solutions—including our great UI, competitive pricing, the ability to customize Onehub for your brand, and other key items—but we believe one of the biggest is that with Onehub you can rest assured that your file sharing will be on your terms.

Keep up to date with cloud technology insights and laughs by following us on Twitter @Onehub.

Simplified Pricing and Unlimited Storage

Today, we are introducing exciting new pricing plans that are simpler and provide significantly more storage to all of our customers. We have three main areas of change to tell you about: unlimited storage, user-priced plans, and a new plan structure.

What’s New

Our pricing plans have been simplified and renamed because we want Onehub to be as easy for you to use as possible. Here is what’s new:

  • Old Pricing Plans: Personal, Team, and Business
  • New Pricing Plans: Team ($29.95/month) and Business ($99.95/month)

We’ve done away with the $499/month plan. Don’t be fooled by that third column you see on our pricing page. That is actually pricing for our amazing Enterprise users who like to host Onehub on their own servers behind their own firewalls.

Another fantastic change is that all the plans are eligible for White Label Customization and Custom Domain Mapping. This feature used to be reserved only for business plans, but we felt that all users should have control over customizing their Onehub account. Now, team and business accounts alike can add on White Label and Custom Domain features for $100/month.

If you’re intrigued, keep reading to learn even more about the awesome new Onehub pricing plans. Otherwise, keep having fun using Onehub for all your document sharing!

Unlimited Storage

You asked and we listened: With these new plans, the Team Edition now includes 1TB of storage, and the Business Edition has unlimited storage. Gone are the days of monitoring your uploads or having to purchase additional storage.

User Pricing

Our new plans focus on providing the most value to users based on the needs and the size of their teams. To that end, we’ve changed up the plans and how we charge for them. The Team Edition ($29.95/month) includes three paid users. Each additional paid user is $10/month. Our Business Edition ($99.95/month) includes five paid users. Each additional paid user for it is $15/month. The Business plan is loaded with extensive professional features such as data room security, audit trails, and many extra security features.

Also, we increased the annual discount: Now, if you choose annual billing, you save 15%!

What’s the difference between a paid user and a free user?

A paid user is any Account user or any user in a Workspace who has a Collaborator, Moderator, or Administrator role. All other users are free and do not count against your limit.

Paid vs Free Users

To help you better view and manage your users, we’ve built a brand new Users tab that’s available from the User Home. From the Users tab, you can see all of your free and paid users, and you can invite new users to your account or individual Workspaces.

Onehub Users Tab

For more information about our pricing and features, head over to our pricing page. We also wrote a support article which has more details related to adding users and billing. Of course, if you have any questions at all, just let us know via email at support@onehub.com or call us at 877-644-7774.

New Feature: Collaborate Effectively with Workflow Tasks

This has been a very exciting month for Onehub! We’re happy to announce a major new feature: Workflow Tasks. With Workflow Tasks you can ask people in your Workspace to review or approve files. You and your team can comment and communicate about these workflow tasks, and track them toward completion in the new Workspace tasks page.

Try it now! Go to any file and click on that fancy new tasks tab to create your first workflow for a fellow workspace member.

Creating your first workflow task

We spent a lot of time thinking, iterating, and mocking up ideas on how to make task creation as smooth as possible. We initially had lots of clicking and typing that you needed to do, but the more we used it, the more we realized we needed to remove any and all friction in this process.

tasks-create

The result? If all you need is someone to approve a particular file, just choose the assignee, and click “Create Task”. No title or comments is needed, and “Approve” is already pre-selected.

Once you start creating tasks, we’re sure you’ll want to create some more. Want your board members to review the minutes from the latest meeting? Assign a Review Task to all of them. Need the head of marketing to approve the ad copy for an upcoming campaign? It’s just a few clicks away.

Workflow tasks have comments

Each workflow task has its own stream of comments, letting you communicate directly with the people involved with a task to follow up with a question or give some feedback. You can also add a comment while completing a task. This builds up a nice-looking activity feed for each task as it makes its way through to completion.

tasks-page2

All your tasks, in one place

The more you use workflow tasks, the more powerful this feature becomes. We’ve added a tasks page to give you a way to view the tasks for a workspace in a few different ways:

  • Inbox: This is all the tasks that are assigned to you.
  • Outbox: This is all the tasks you’ve assigned to others in the Workspace.
  • All Tasks: You guessed it! All tasks is an overview of all the tasks in the Workspace.

Our Goal: Better workflows

Onehub is all about giving you the best experience possible when sharing and collaborating with your files. That was our guiding principle in building the workflow tasks feature.

We didn’t want to build a stand-alone project management application bolted onto your Workspaces. Instead, we focused on the types of interactions that encourage building flexible workflows around files.

We hope you’re at least a little bit as excited as we are about this feature. To get started using tasks, just go to a file and click on that brand new task tab to create your first task.

Create and Edit Files from Onehub with Google Drive

We are happy to announce the release of our new Google Drive integration. Starting today, you can now create and edit files directly within Onehub. The next time you sign in, you’ll see the following two new buttons in your Workspaces…

Create

You’ll find the Create button on the toolbar of the Files page inside your Workspaces. This button displays a modal that contains a button for each of the Google Drive file types along with the existing Create Folder button. The very first time you attempt to create a file, you will be asked to connect your Onehub and Google accounts. After that, you’ll be able to seamlessly create documents, spreadsheets, presentations, or drawings with one click. Created files will be added to your Workspace in the corresponding file formats – DOCX, XLSX, PPTX, PNG.

Edit

In addition to creating files in Onehub, you can now edit files as well. The Edit button can be found on the preview page of any supported file type, including files that you previously uploaded (not created via Google Drive). If the file you’re editing is not a format that Google Drive can create, your updates will be saved back to Onehub in the corresponding format. For example, if you edit Filename.doc, that file will become Filename.docx. Rest assured, your entire version history will be kept intact, only the file extension will be modified. In addition, we fully support Google Drive’s collaborative editing feature. This allows multiple Workspace users to edit the exact same document collaboratively, in real-time. When the last editor saves, all of the group’s changes will be saved back to Onehub.

For more information on this feature including browser requirements and file support, please read our Google Drive support articles. As always, if you have any feedback, we’d love to hear it – post a comment below or email support@onehub.com.

Google Drive Integration Beta

Creating and editing documents is something we have always envisioned for Onehub. In fact, we actually attempted to add this capability to the product nearly 2 years ago; cancelling the feature at the time because we weren’t satisfied with the results.

So, we were beyond excited when Google released the Drive API – providing a fast and reliable way for us to do something we’ve always wanted to do.

files-create

We’ve been testing things out internally for a couple of weeks and have already stumbled across some really interesting use cases. For example, want to collaborate with someone on a single document in one of your Workspaces? Simply generate a secure link to that file, set the role to Creator, and send the link to your colleague; they’ll be taken directly to the preview where they can make edits to your file.

We’re looking forward to seeing all of the other interesting scenarios that our customers discover. If you’re interested in becoming a Onehub Beta tester, please send an email to support@onehub.com and let us know.

Introducing Onehub for Android

Ever since we released our iOS app, customers have been asking about the possibility of an Android app. Well, the wait is finally over. We are happy to announce that Onehub for Android is now available from the Google Play Store.

With this initial version, you have access to the essential function of browsing your Workspaces, folders, and files. If your Android device includes software for viewing files such as images, videos, PDFs, and Office formats; you can also download any of those file types and view them directly on your device.

We’re hard at work on the next version of the Android app. In the coming months, we’ll be adding more functionality to make Onehub for Android even better including:

  • Uploading files and creating folders
  • Inviting users to Workspaces, folders, and files
  • Commenting on folders and files
  • Sharing links to folders and files
  • Viewing Workspace activity

We look forward to hearing your feedback on our initial release. If you have anything to share about the newest member of the Onehub apps family, send us an email at feedback@onehub.com.

en_generic_rgb_wo_60