Quick Start with ShareOn: Setup, Tips, and Best PracticesShareOn is a modern file-sharing and collaboration platform built to simplify secure exchange of files, streamline team workflows, and keep control over access and versioning. This guide walks you through a fast setup, essential tips to get the most value, and best practices to keep your files secure and collaboration efficient.
Why choose ShareOn?
- Fast setup for teams of any size.
- Granular access controls (user, group, link-level permissions).
- Built-in versioning and audit logs for compliance and recovery.
- End-to-end encryption options and automated retention policies.
- Integrations with common productivity tools (calendar, chat, CI/CD, etc.).
Getting started: setup and initial configuration
1. Create your account and workspace
- Sign up with your work email or a supported identity provider (SSO).
- Verify your account via email.
- Create your primary workspace (company or team name) and invite teammates by email.
- Tip: Use SSO if your organization supports it to simplify onboarding and enforce your org’s authentication policies.
2. Configure user roles and groups
- Define roles (Admin, Editor, Viewer, Guest).
- Create groups aligned to your organization structure (Engineering, Marketing, Contractors).
- Assign default permissions to each role to reduce repetitive configuration.
- Best practice: Limit Admins to a small set of trusted staff to reduce accidental policy changes.
3. Set security and access policies
- Enable multi-factor authentication (MFA) for all users.
- Configure password strength and session timeouts.
- Choose default link-sharing behavior (disabled, view-only, or editable).
- Set expiration rules for shared links and temporary access for external collaborators.
- Security tip: Prefer link access with a password and expiry for external sharing.
4. Integrate with your tools
- Connect ShareOn to your identity provider (Okta, Azure AD, Google Workspace).
- Install integrations with Slack/Microsoft Teams for share notifications.
- Connect cloud storage or CI/CD systems if you need automated uploads or artifacts.
- Tip: Start with one or two integrations to avoid notification overload and expand as workflows stabilize.
5. Migrate files and set folder structure
- Decide on a folder hierarchy (by team, project, year, client) that fits your workflows.
- Bulk upload existing files or connect to a cloud storage migration tool.
- Create templates for common folder types (e.g., Project Folder with subfolders for Docs, Assets, Deliverables).
- Best practice: Keep folder names short and consistent; avoid deep nesting.
Daily workflows and collaboration tips
Use granular permissions to reduce friction
- Assign edit rights at the folder level for active projects and view-only elsewhere.
- Use group membership to give access quickly when a new employee joins.
Leverage versioning and comments
- Encourage collaborators to leave comments rather than editing in-place when discussing changes.
- Restore previous versions instead of overwriting important files.
Share smarter with link options
- Use view-only links for public distribution and require sign-in for more sensitive material.
- For collaborative editing, create an editable link but restrict downloads if needed.
Notifications and activity monitoring
- Configure the activity feed for project owners to receive change summaries instead of every single update.
- Use email digests or Slack summaries for less interruption.
Advanced features and automation
Automated workflows
- Use ShareOn’s automation to move completed deliverables to an archive folder, trigger notifications, or enforce retention policies.
- Example automation: When a file moves to “Final,” change its access to view-only and set a six-month retention.
APIs and developer tools
- Use the ShareOn API to upload artifacts from CI pipelines, generate expiring links for downloads, or sync metadata with your project management tool.
- Implement token-based service accounts for automated systems rather than using personal credentials.
Audit logs and compliance
- Regularly review audit logs for unusual access patterns or repeated failed sign-ins.
- Export logs to your SIEM for long-term retention or regulatory reporting.
Security and privacy best practices
- Enable MFA for all accounts.
- Use least privilege: provide the minimum access users need.
- Require SSO where possible to centralize authentication and monitor access.
- Encrypt sensitive files client-side if your workflow requires zero-knowledge protection.
- Rotate service tokens and API keys regularly.
- Keep a documented incident response plan that includes steps to revoke access and preserve logs.
Onboarding checklist for new users
- Create account and join workspace.
- Complete MFA setup and SSO sign-in (if applicable).
- Review team folder structure and request access to relevant groups.
- Attend a 30-minute walkthrough on commenting, versioning, and sharing links.
- Bookmark the ShareOn Help Center and set notification preferences.
Common pitfalls and how to avoid them
- Too many admins — keep Admin role limited.
- Poor folder naming and inconsistent structure — agree on conventions before migrating.
- Over-sharing externally — use link expiration and passwords.
- Not monitoring audit logs — schedule regular reviews.
Example workflows
- Creative agency: Designers upload assets to a Project > Assets folder. Editors have edit rights; clients get view-only links with expiration and watermarking. Final deliverables are archived automatically after client approval.
- Engineering team: CI uploads build artifacts via API to Releases > Builds. Only Release Managers have delete permissions; artifacts auto-retain for 12 months.
- Legal reviews: Contracts stored in Legal > Active with strict access; external counsel invited as Guests with time-limited access links.
Troubleshooting quick fixes
- Can’t access file: Check group membership and link expiration; request access with a built-in access request button.
- Conflicting edits: Revert to the last stable version or use comments to coordinate edits.
- Missing audit entries: Ensure logging is enabled for the workspace and the retention period hasn’t expired.
Final notes
ShareOn works best when policy, people, and processes align: set clear access policies, train users on secure sharing practices, and automate repetitive tasks where possible. With a tidy folder structure, sensible permissions, and a few automations, ShareOn will reduce friction and increase control over your shared files.
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