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White Paper | ShareFile Workflows for the Modern Workforce

ImageShareFile Workflows for the Modern WorkforceLearn how ShareFile empowers organizations to streamline collaboration and increase productivity.

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Despite the urgent need for anytime-anywhere interaction, when workers initiate collaboration with colleagues and clients, they typically find themselves jumping back and forth between multiple apps and data repositories, and engaged in endless email chains involving numerous internal and external stakeholders. The resulting repetitive and inefficient circulation of documents with manual version control causes confusion, inaccuracy, and errors… and ultimately strangles productivity.

Enterprise workers continue to spend an excessive amount of time on redundant tasks, with only 18 percent of their day dedicated to task delivery.

-The Forrester Wave: Enterprise Collaborative Work Management (2016)

Modern enterprises must automate and streamline information flow, document management, work tasks, and business operations to propel productivity and maximize performance.

Today’s increasingly dynamic, distributed, and digitized mobile workforce demands instant access to the critical business information they need to do their jobs effectively and add value. The ability to securely exchange insights and collaborate on work documents is an essential component of enterprise productivity. Content collaboration and file sharing are at the core of hundreds of organizational workflows responsible for coordinating the people, processes, and technologies that drive daily business operations, including project plans, work orders, status reports, contract management, invoice processing, employee onboarding, and performance reviews.

Savvy organizations will adopt a single solution that goes beyond addressing mobility and enables work teams, business partners, and customers to collaborate efficiently and get more done… anytime, anywhere, on any device. Work teams thrive in collaborative workspaces where contributors can seamlessly share content and expertly manage daily activities that add value to the bottom line.

Line of business executives and managers estimated that fully automating their document-driven business processes would yield a 36% increase in revenue, a 30% cost reduction, and a 23% reduction in risk.

Driving Digital Transformation by Transforming Content-Centric Workflows -IDC Community, March 2017

Simplifying and Optimizing Work

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ShareFile Workflows: Work Faster and Easier

Citrix ShareFile is evolving from a basic sync and share tool to a platform that supports all document-centric tasks and workflows required by the modern enterprise. ShareFile’s simple, secure, and seamless workflows enable anytime, anywhere, and any-device access while meeting the organization’s requirements for security, manageability, and compliance. ShareFile provides real-time secure mobile access to critical business information, enabling instant collaboration and increased productivity across distributed enterprise teams. Collaboration is built around defined workspaces to achieve specific tasks and objectives. A single solution supports business requirements for secure file sharing, document collaboration, and activity workflows.

ShareFile Delivers three critical workflows to meet the dynamic needs of today’s mobile work-force:

1. Feedback & Approval Document Workflows2. Custom Workflows3. Advanced Workflows

Watch productivity skyrocket with workflows designed for every essential business activity.

Workers are dealing with and processing more information than ever. They need a way to have transparency into what other team members are doing, in ways that are faster and more efficient.

The Forrester Wave: Enterprise Collaborative Work Management (2016)

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1. Choose file and who needs to review it.

2. Initiate document workflow in ShareFile.

3. Share document via link for feedback or approval.

4. Set due dates.

5. Add approvers.

6. Receive comments directly in ShareFile document.

7. Review and resolve annotations in browser.

8. Edit document.

9. Upload edited files for final approval.

10. Notify approvers and signers of new version.

11. Obtain approvals and execute legally valid e-signatures (with RightSignature).

Features and Benefits

How It Works

• One-Click Actions: Instantly request or provide feedback to/from colleagues, business partners, and clients within a shared document or file.

• Automated Notifications: Project team members receive reminders for review and approval requests, and instant notifications regarding document approvals.

• Version Control: Collaborators can track document changes across multiple data sources and devices. All editing can be done in ShareFile; no document downloads required. Real-time tracking of changes and versions continually updates document status.

• Electronic Signature: Users can automatically send documents for feedback, approval, and electronic signature directly from ShareFile; no need for bulky email attachments.

• Document Management: Safe exchange of internal and external-facing documents, including contracts, proposals, training tools, onboarding paperwork, performance reviews, marketing collateral, sales presentations, and product information, with a single solution.

• Streamlined Collaboration and Increased ROI: Pinpoint feedback, simple and secure version control, and streamlined approval management in an all-in-one structured workspace.

Feedback & Approval Document WorkflowsStreamlined Processes

When you need to run an important file by a client or coworker, is there anything worse than getting a long confusing email in response? How about no response at all? It should not be so difficult to facilitate precise, timely collaboration on work documents. ShareFile manages the process with one easy-to-use tool so you can get more done faster and easier.

The Feedback and Approval Document Workflow is an all-in-one document collaboration solution designed for a secure structured workspace. Designated contributors can leave comments directly in shared documents. ShareFile automatically notifies and reminds participants as deadlines approach.

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With the growth of cloud services in recent years, there is an increasing interest in productivity solutions that streamline the flow of information and the expediency of work across disparate applications.

Custom Workflows combine features of multiple ShareFile components, including Secure Forms, Feedback and Approvals, and RightSignature, with an automation engine. The solution streamlines and automates the repetitive and time-consuming manual document-centric processes that customers face daily. Delivered through an easy-to-consume and easy-to-maintain model, Custom Workflows are both flexible and secure. The solution enables users to combine custom triggers and actions into a tailored, automated workflow that benefits both IT administrators and everyday users, including the mobile workforce.

Customers realize huge advantages when no new code is required to start a custom workflow. Productivity improves dramatically when company resources can move data from one server to another without requiring additional resources to develop mobile apps.

Custom Workflows (ShareFile Platinum)No Code Required

Want a mobile app at your fingertips that doesn’t require developer input or support? Custom Workflows enable mobile warriors—field workers like automobile insurance adjusters, for example—to easily capture data and quickly submit online forms and reports that summarize incident details (i.e., accident location, party at fault), facilitating and expediting actions involving administrators, business owners, and multifunctional participants.

Features and Benefits• Easy creation and implementation of Citrix Secure Forms-based workflow experiences

• Templates for selected user actions and approval requests

• Flexibility to combine and customize actions to meet specific customer needs

• Multiple workflows displayed on single dashboard

• Options for response to approvals and rejections embedded in workflow

• Access management for workflow users and groups

• Permission controls for initiating and managing workflows, and viewing and processing forms

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Advanced Workflows (ShareFile Platinum)Custom Workflows + Tailored Consultation

Eliminate manual processes and increase efficiency by automating document and business workflows with ShareFile Platinum. Tailor workflows to your organization’s unique requirements while keeping files available and secure. ShareFile Platinum provides a collaborative workspace for securely exchanging and collaborating on documents, and creating custom workflows to facilitate streamlined interaction with internal and external business partners.

Features and Benefits

Sample Advanced Workflows - HR Forms

• Custom workflows with integrated triggers and scheduled project next steps

• Automation of repetitive routine processes, reducing manual errors

• Integration with Citrix Podio (project management and workflow automation and triggers) and ShareConnect (remote access)

• Comprehensive solutions that encompass document collaboration, automated tasks, and more complex workflows, such as employee onboarding

• Professional consulting services to tailor solutions that address specific business needs

• Create application forms.

• Automate emails to and from HR.

• File all data securely.

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As a leader in virtualization and mobility, Citrix protects the world’s most sensitive information, simplifying and verifying the security and sharing of data in corporate apps and documents across locations, networks, and devices. Organizations can ensure the appropriate level of access for every individual and situation with visibility and control to address privacy, compliance, and risk management priorities without compromising end-user productivity.

More than 25 million business users and 80,000 customers rely on the robust collaboration capabilities delivered by ShareFile. Meet the mobility and collaboration needs of business users and the data security requirements of the business without interrupting critical daily workflows. Empower employees to work smarter, and help your business achieve agility and flexibility to capitalize on emerging opportunities and stay ahead of the competition. Mobilize data, streamline workflows, and enhance security with Citrix ShareFile.

Gartner’s Magic Quadrant is based on both the completeness of vision and the ability to execute on it. Recognizing a shift in the cloud and content management markets, Gartner has removed its categories of EFSS and Enterprise Content Management (ECM) for 2017. Instead, the 2017 Gartner Magic Quadrants examine companies in the Content Collaboration Platforms, Content Services Platforms and Digital Experience Platforms spaces. Today’s Content Collaboration Platforms like Citrix go beyond EFSS to also facilitate team collaboration and content workflows.

We are honored to to be named in the leaders quadrant for Content Management Platforms. Through innovation, Citrix continues to empower our customers to reimagine the way work gets done with the secure deliver of apps and data in a highly consumable way.

This graphic was published by Gartner, Inc. as part of a larger research document and should be

evaluated in the context of the entire document

Note: Gartner does not endorse any vendor, product, or service depicted in its research publications,

and does not advise technology users to select only those vendors with the highest ratings or other

designation. Gartner research publications consist of the opinions of Gartner’s research organization and

should not be construed as statements of fact. Gartner disclaims all warranties.

Citrix ShareFile: Built for Business and Trusted by ITIntegrated Solution for File Sharing, Document Collaboration, and Operational Workflows

Enterprise SalesNorth America | 800-424-8749 Worldwide | +1 408-790-8000

LocationsCorporate Headquarters | 851 Cypress Creek Road Fort Lauderdale, FL 33309, United States Silicon Valley | 4988 Great America Parkway Santa Clara, CA 95054, United States

© 2017 Citrix Systems, Inc. All rights reserved. Citrix, the Citrix logo, and other marks appearing herein are property of Citrix Systems, Inc. and/or one or more of its subsidiaries, and may be registered with the U.S. Patent and Trademark Office and in other countries. All other marks are the property of their respective owner(s).

Gartner Names Citrix a “Leader” in the Content Collaboration Platforms Magic Quadrant

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