File Sharing

As many reps who work on display proposals with thumb nails of the product in that proposal, know that it is hard to send a file that large via email.  But don’t worry there are a number of different options that you could use for sharing those large files with your manufacturers, showrooms, and office staff.  Here are a just few of them…

• Drop Box
• This application allows you to share files with whom ever you would like.  This application has two different versions, they have a free version that has a 2GB cap on the size of the files that you store in their cloud service; other version of their service are paid versions that have a higher caps… Starting at 50GB for $9.99/month and going up for there.  They have a team version that allows you to share up to 350GB, however you need to get a quote for option.
•  Simply download the application to your computer load whatever files you want to share to the public file on Drop Box and you can start sharing that file.  When sharing that file you will need to sign in through their website and select the “share a folder” button (shown below)…

• After you click on that button just follow the prompts to finalize the sharing part of this app.
• Benefits of Drop Box
• It keeps the original formatting that was used when creating the file in any of the Microsoft Office Suite programs.
• All the files are stored in the cloud, although you will have to download a copy of the file to your harddrive, it doesn’t require emailing the file back and forth between your coworkers.
• You can access the anywhere, using any computer.  You don’t have to have your laptop with you at all times to work on a file.  You can even use the mobile phone app and work on the file on your phone or tablet (iOS devices, Android devices, or your Blackberries).
• Box.net 
• This file sharing program is similar to Drop Box, however it has a little more capabilities.  It allows to share files easily, and control which files your share via your desktop.
• Mobile Apps
• It has mobile apps for both iOS devices (iPhone, iPad, iPod), Android devices, Blackberry Devices (Blackberry phones, and the Playbook), HP TouchPad; along with having apps for those devices it is also compatible with a number of other word processing or PDF viewing apps (to see those apps please go to http://www.box.net/features/mobile/#apps).
• When accessing your account via the internet, you are able to invite co-workers to view your files as well as allow them to edit the file.  You can also track the different versions of the file, since there could be multiple people working on the same file at the same time.  You can assign tasks to different co-workers who are working on the file with you.
• There are administrative controls which allow you create work groups, setup passwords on the files to insure that the right person is work on the right file, as well as file encryption.
• The biggest feature about Box.net is that it can be integrated into your CRM software.  Whether you are using Google Apps for business, Sales Force, NetSuite, you can integrate Box into your CRM.  Why?  Here is the answer directly from the Box website… “Box is integrated into some of the most popular business applications on the web like Salesforce.com, delivering content such as sales tools, presentations, marketing collateral and demo videos alongside all of a customer’s critical CRM data.”
• If you don’t see your CRM on this page, if you contacted Box they might be able to direct you to someone who might be able to link your CRM to Box.net.
• By using Box you can leverage the use of Google Docs, FedEx, and many more online resources that could be linked to it.
• Google Docs
• This might be an option that most of you know about.  If not… It is a very easy web based document creating-collaborating-sharing part of Google.  It is very basic, it allows you to create a Powerpoint presentation, excel spreadsheet and word document.
• The drawback to Google Docs is if you create a document using Microsoft Office and then upload it to Google Docs, you will lose all the formatting you did to the document before the upload.  If you format a file then download it to your computer, you could lose all the formatting you did on Google Docs.
• A benefit to using Google Docs, is that multiple users can edit the same document at the same time.
• Another benefit to Google Docs, is that there are some many different developers working on ways to improve Google Docs, it is constantly getting better and evolving with the needs of its users.
• You Send It
• This is another great way to send a finalized-large document to people with out having to use a flash drive or burn CDs.
• You can share files in the same manner as Drop Box and Box.net.
• You can also send files that need a signature without having to fax it.  Through You Send It, you can send a scanned document have someone sign it and send it back to you without having to worry about a fax going through or being sent to the wrong number.
• Plan Options
• You send it has a few different options.  The first is a free options that has a file size limit as well as a storage limit size.  This option has been perfectly fine for me because I haven’t been sending large files, nor have I been storing files on their server.
• As you jump into the paid options you get a larger file size as well as more storage space, as well as other features.
• How does it work?
• Much as I described previously, you upload a file that is too large to send via standard email and then you hit the send button.  The recipient of the file gets an email containing a link that allows them to access and download the file, thus saving them space in their emails and you the stress-filled headaches wondering if the email ever sent.

So as you can see there are many different ways that you can share files with your customers, manufacturers, or office staff.  The question then becomes which one do you want to use and how much you may want to spend for that feature.  I can’t tell you which one to use, that ultimately is your decision.