How Triofox Mitigates Dropbox File Sharing Limitations for Publishing Firms

In recent years, more and more publishing companies have turned to the internet for marketing and distribution, and many of the editorial process steps are being replaced with technological advances. Technology has allowed them to skip many of the traditional steps in the editorial process. For instance, many publishers receive proposals or manuscripts online, through email or some other means, instead of having to be printed and sent to their location via postal services. This process requires trust. To uphold their integrity, every publisher has to assume responsibility for protecting clients’ files if they are going to be trusted. Clients expect their files would remain safe with the organization, and versions won’t end up being leaked to the internet.

However, secure file sharing is an essential function for any modern publishing company. To enable optimal performance, there should be an effective file system for consolidation between the various departments such as sales, marketing, management, development, and editorial.

This begs the question, “How do you ensure the smooth running of operations if file sharing is a stinging concern?” Surely wanting both security and file-sharing flexibility is an impossibility paramount to eating one’s cake and having it.

Well, Triofox says it is not. In this piece, we review a case study and analyze how the Triofox solution proved to be an effective, secure file server access integration that delivers on both ends.

Use Case – Technology Publishing Firm

Outlined below are the operations of a tech publishing firm, and how a tweak in their file-sharing solution inspired by the lead qualification process could optimize their operations.

  • Company A is a Tech publishing Firm that set up a VMware environment in a local data center to maintain control over data. However, because they require potential clients to submit files for estimation as a prerequisite to closing a deal, they need a client-facing application for those potential clients to upload their files.
  • They tried Juniper Extranet, but the interface wasn’t quite flexible, so they tried Dropbox. The latter didn’t quite work for them either.
  • They settled for having clients/ external users work directly from the file server. The external users are added to Active Directory under a specific organizational unit (a container object created within a Microsoft Active Directory domain on a server for holding different objects such as users and groups).
  • External user access is disabled/removed if the contract doesn’t fall through. But when a deal closes, they set up a site-to-site VPN for the customer to share data with them.

Two issues identified with this workflow include:

  • Multi-platform data redundancy
  • Scalability limitation of VPN

In the next section, we break down these issues and show why they found Triofox an optimal solution.

Multi-Platform Data Redundancy

Dropbox provides a very convenient and nearly unrivaled solution to file sharing among groups of individuals. It’s free and instant, which is great for multi-device file access and backup. However, Dropbox has certain security limitations for enterprises, two of which, in this case, are privacy and data redundancy.  This establishes the need to maintain a centralized data center and explains why many organizations opt for a private file server to keep a tight rein on their data. A process that entails developing custom permissions for each department as well as limiting access based on roles within those departments.

As with company A, to ensure the company has control over their data, data from Dropbox is replicated back to the file server, further burdening the IT administrators. The data redundancy limitations, if left unchecked, can lead to inconsistency issues for publishing firms (Multiply this issue with multiple writers and editors working on different projects in the organization, which could lead to multiple versions of the files existing on both Dropbox and the file server, making it difficult to keep track of file updates).

Meanwhile, when employees work with Dropbox, given the laxity in which data is being stored and shared, a slight oversight could lead to data falling into the wrong hands, a dicey situation in publishing as it can greatly tamper with profits.

Scalability Limitation Of VPN

Setting up a site-to-site VPN is not scalable. Site-to-site VPNs are established by connecting two gateways in separate locations via the internet. To create a site-to-site VPN, two VPN gateways, which could be routers or VPN connection devices, are set up in each location. This is neither scalable nor sustainable, especially with remote working gaining ground.

How Triofox Addresses These Problems

  1. Minimizes Duplication

Triofox is an enterprise file-sharing alternative to Dropbox. It eliminates the need to copy files to external cloud file-sharing platforms and maintains control over file access when shared with external clients, eliminating the visibility issue of Dropbox.

Also, extending the server’s functionality to include remote file access or a private cloud-like file sharing feature prevents data from being replicated on other servers or applications, reducing file duplication. This private file sharing option preserves the company’s integrity, as customers expect their data to be handled with confidentiality.   

  1. Keep Track of File Updates

Whatever department needs to cooperate, having a system where each party can collaborate without overwriting each other’s work is crucial. Triofox has a file locking feature that ensures no one can edit a file being worked on by another person. Its versioning feature also ensures that at any point in time, previous versions can be restored, keeping all parties working in sync as well as serving as a backup in the case data is erroneously deleted. Like with company A, once leads are converted to customers, they can easily collaborate with others on the project. If they are not, access can still easily be revoked.

  1. Maintain Control Over Data

With Triofox, they don’t have to source external cloud file-sharing services to enable remote collaboration. Data remains on the file server, while external users can access files from the web browser via their devices (data is securely sent over the HTTP/SSL protocol).

  1. No Need to Set Up VPN to Access File Server

Users with existing permissions retain access to file shares and can access their files via the drive letter, while external users, who can be in any location in the world, can access the file server network shares with their mobile browsers without using a VPN to connect back to the corporate network. Also, integrating the solution is a seamless process. Minimal training is needed to get users adept at the new process.


Users can have the convenience of a Dropbox solution and the encryption security of a VPN tunneling solution, without the security and performance challenges of both. Other departments are also sure to utilize the advantages of Triofox as it guarantees timely and easy access to data or resources needed to carry out their functions, particularly in a remote-working setting.

Remote File Server Access: Why Triofox is the Ideal Solution for the Real Estate Organizations

Data infrastructure security is vital in the real estate industry. With the rising trend in remote working and mobility, organizations risk-targeted attacks through insecure communication activities and have to proactively put measures to prevent attacks or intrusion while maintaining secure user access.

Although remote working has its advantages, organizations are at a higher risk of cybercrimes and security threats due to increased dependency on remote access. Research has shown that over 90% of data breaches are caused by human error, particularly unauthorized access to private information caused by lapses on the part of the users. Therefore, organizations must take extreme measures to secure the company’s data and oblige data compliance policies when working remotely.

Global cybercrime damage by the end of 2021 will be in billions of dollars according to the research done by Cybersecurity ventures.

There are many solutions to this challenge, but they depend on the business model and existing network structure. However, whether your company has decided on complete cloud migration, an on-premise, or a hybrid cloud working environment, it remains that having a centralized data infrastructure could forestall most of the challenges that accompany remote working.

This article will discuss the operational problems faced by real estate companies when it comes to remote access and file sharing and highlight features of Triofox that cater specifically to those problems.

Remote Access Solution for Real Estate Organizations

Although organizational needs and requirements differ, when choosing a remote access solution for collaboration and file-sharing, real estate organizations need one that addresses the following points:

  • The client’s data must be protected to maintain its integrity and prevent legal issues that can arise if a data breach compromises their private information.
  • Employees need secure and seamless access to timely data to boost productivity and meet targets.
  • Management needs to ensure employees/staff work in sync irrespective of the organizational structure (whether the business has one office or several offices).
  • Ease collaboration with partners, clients, or external contractors, while maintaining complete control of data.

Triofox server solution covers all of the points mentioned above and more. It maintains data centralization by enhancing existing file servers with remote access, collaboration, and mobile file-sharing capabilities. Consequently, unifying the workforce without compromising on security or accessibility. In the following section, we will show how Triofox guarantees a more accessible and efficient remote working experience by providing the following services to both small and large real estate organizations:

  1. Remote offline access and automatic data synchronization
  2. Access control and management to prevent unauthorized access to corporate data
  3. Secure file-sharing both internally and externally to ease communication
  4. Large file handling
  5. Security features to guarantee data governance
  6. Optimize Storage and prevent data sprawl
  7. Backup and Data recovery services
  8. Easy to operate and maintain

Remote Offline Access

When working in the field, crews need an easy way to access and sync files remotely to the corporate server, which could pose a problem when working in areas or places without internet connectivity. And having to transfer or back up documents or media files manually could lead to data inconsistency or employee negligence. Worse, employees can lose data if devices that are not backed up are stolen or damaged during field operations.

With Triofox, files are cached on the local device and can be accessed offline. Also, all updates are automatically synchronized on the corporate network when internet connectivity is restored.

Access Control and Management

Triofox uses the existing file server Active Directory information to ensure that only approved users access the files. Furthermore, file permissions may be set at various levels of the directory hierarchy to ensure that only authorized users have access to particular files.

Secure File Sharing

To boost productivity, users need to access data on demand without seeking support from IT personnel or technically advanced users. The traditional route of provisioning VPN clients to each endpoint to connect securely to a file server is arduous and problematic to navigate (let’s not get started on the damping effect on the network). And for management, it is hard to control the outflow of data, and it is also quite expensive.

Thankfully, Triofox’s mapped drive provides direct access to the company’s file server through any device. Therefore, boosting productivity without sacrificing data security.

When it comes to external file-sharing or collaboration, its advanced sharing options allow file owners to set automatic expiration of shared links and assigned view-only permissions to disable downloads.

Large Files Handling

During property inspection or scouting, field workers need visual (pictures or video) coverage of the properties for documentation or communication purposes, and transferring these -sometimes heavy media files-can be challenging. Triofox maintains network performance when working on large files by updating the files’ changes and not automatically synchronizing the entire file, preventing strain on the network bandwidth. 

Also, while other file sharing services might require that you upload your files to their platform or dedicated storage location before transferring to external users, transferring or receiving large files from clients or independent contractors is seamless with Triofox. Large files can be sent as secure web links via Outlook emails to authorized users. Moreover, its desktop integration feature allows direct sharing with a right-click (within windows explorer).

Data Governance

There’s no need to engage third-party vendors and risk your company’s data getting replicated to another location. Triofox server solution ensures that the client’s data stays in the data center. Organizations can maintain data ownership and data compliance (and prevent potential lawsuits that can occur due to data breaches).

Optimize Storage and Prevent Data Sprawl

With Triofox, you can prevent data duplication and storage wastage. It integrates file sharing and sync services, so you can avoid performance issues that stem from data infrastructure complexity and data sprawl, which arises when files are stored and transferred using different services.

Data Back-up and Recovery

Triofox offers private cloud backup services so data – if ever lost on the file server – can always be recovered. It backs up folders and files shares on remote PCs and servers.

Easy To Operate and Maintain

Triofox’s intuitive user interface is easy to navigate. Users hardly need a reorientation of the solution because it offers a familiar mapped drive experience. Its deployment doesn’t spell a disruption in workflow, and users can quickly adapt added benefits/features provided by Triofox to the existing file server infrastructure.

To get your real estate company started on the Triofox server solution, Sign up for a Free Demo.