What Is Enterprise File Sync and Share (EFSS)?

In an enterprise environment, corporations need a way to share files and let users upload to a secure location. An enterprise file sync and share (EFSS) system provides a location for users to upload files, share them with other users in their organisation, and synchronize any changes made to the files. Synchronization can happen unidirectional or bidirectional, depending on the enterprise solution.

Key Features of EFSS

Because an EFSS supports large organisations, a good EFSS has features that allow potentially thousands of users to share and synchronize files. Files can be synchronized to multiple user devices so that users can work from anywhere. Users can also share with specific people or groups of people. For example, a user in the finance department can share only with their team and not with other authenticated users.

Most organisations need audit trails and data loss prevention to follow regulatory standards. A good EFSS tracks document changes and users accessing the document, and some keep shadow copies for data backups. Some EFSS systems have virus scanning integrated into their sharing services and notify administrators when any suspicious files are saved.

Benefits of Using an EFSS

Without an EFSS, users would be forced to share files by uploading them to a storage device on the network or emailing files to each other. Files can be difficult to track, and changes can get out of sync. An EFSS supports a single file source for multiple users to make changes to. Changes synchronize across devices, and all users can make changes and see them on their own devices without downloading a new version. This benefit is often why organisations migrate to EFSS from legacy file sharing systems.

In addition, EFSS systems have better security than emailing files across organisations. With an EFSS, users can share only with specific people within the organisation. Files are normally stored in the cloud or a corporate storage device with backup procedures. If users accidentally delete a file from their local device, a backup on the corporate network is available. 

How EFSS Works

The foundation of an EFSS is storing documents to a secondary location, usually in the cloud. Each file has its own link with a file owner. The file owner controls who can access the document, and they can also delegate authority to other users. For example, the document owner can allow some users to make comments but without the ability to change the contents of the file.

As users make changes to a file, the central storage service maintains synchronization between users. An EFSS allows multiple users to edit files simultaneously, and users can see the changes being made in real time. Sharing and collaboration from a central location is controlled by the cloud service, but users have full control of their files, including the ability to delete them.

Use Cases for EFSS

EFSS is beneficial for large organisations, as well as small offices. For example, a finance team could have two employees or dozens. An EFSS allows employees to make changes to files like financial spreadsheets without interfering with other employees’ changes. Management can also view changes that have been made.

Creative departments often use EFSS solutions. Creative projects often require revisions after being reviewed by various stakeholders and staff members. Comments can be made directly in the document. Employees can make the necessary changes without interfering with other commenters or people who are editing the file.

Choosing the Right EFSS Solution

Several EFSS solutions are available from cloud providers and local server services. The one you choose depends on your business requirements. For example, if you need to share across geolocations, including users outside of your organisation, a cloud solution would be most beneficial. A cloud solution handles backups, audit trails, and maintains security of files by only allowing access to the people set up to access them.

Some EFFS solutions will integrate with your existing identity management solution. For example, some file sharing and collaboration solutions will integrate with Active Directory or AWS IAM. A solution that makes security more convenient for administrators and users will reduce the chance of misuse of access tools.

Challenges and Considerations

Although security can make files more secure, EFSS sharing can also cause gaps in security posture. Users might incorrectly make the file shareable with anyone who has the link. If an attacker gains access to the link, the file could become available to anyone on the internet. Clever attackers could share a file with a corporate user and trick the user into downloading malware.

If a user is making changes to a file and loses access to their internet connection, some EFSS solutions will allow them to continue working, but changes will not be synchronized until the connection is restored. The same is true for synchronized information sent to users with a lost internet connection. Files might seem synchronized, but they aren’t until the internet connection is restored. Users must understand that without an internet connection, the file will be unsynchronized until it’s restored.

Future Trends in EFSS

Artificial intelligence (AI) has impacted most industries, and the EFSS industry is no different. The most prominent change in EFSS is AI-based automation and integration into common EFSS tasks. Users can automate changes to files using AI tools. For example, AI could be used to predict financial data and automatically update spreadsheets or reports.

AI in security is also used in EFSS. A provider might use AI to better detect suspicious activity and automatically block specific users. For example, if a user account is compromised, unusual access requests could indicate that a third party has control. AI-based security detects unusually high failed access requests and bans users. Administrators are then notified of suspicious activity.

Conclusion

If you’re looking for a collaboration solution for multiple users to share files, an EFSS solution can make file organisation easier for users and administrators. EFSS solutions let users share files, edit them simultaneously, and avoid losing information between revisions. Most providers work in the cloud, but on-premises solutions exist as well. Choose the one that best fits your business requirements. See how Everpure FlashArray™ and FlashBlade® storage solutions can help with your EFSS goals.