Egnyte

Automatically Save Gmail to Cloud Storage

August 18, 2016 by selim Dizdar

We’re pleased to announce a new advanced wizard for our Save Emails to Cloud Storage extensions.

The new wizard lets you automatically store PDF copies of your emails (plus any attachments) to Dropbox, Google Drive, OneDrive, and other cloud storage services.

It also lets you create advanced rules for what emails to save (and which to skip). Options include:

From a sender
Subject title
Has attachment

Creating Rules to Automatically Save Your Emails

Here’s how to install and use our free “save to” Chrome extensions.

1. Install a Free “Save to” Chrome Extension

Visit our Chrome extensions page to see all our available extensions.

Choose the one designed to work with your preferred cloud service (e.g. Dropbox, Google Drive, Box, etc.). Several popular ones are:

Each extension will let you easily save PDF copies of your email (including attachments) directly to your cloud storage account.

You can save emails with a single click from within your Gmail, or you can use the new wizard to set rules for what you’d like to save.

2. Click the “Save to” Button in Your Gmail

Once you’ve installed a “save to” extension, you’ll have a “Save to” button in your Gmail.

To save emails to cloud storage and access the new backup wizard, open a message in Gmail, then click the button:

When you do, you’ll be asked if you want to use the new wizard to set up rules for automatic backup of all or selected emails from your Gmail account:

Why Save Your Emails to Cloud Storage?

There are many reasons you might want to back up emails and attachments from your Gmail. For example:

To protect against accidental data loss
To protect against intentional destruction of data by disgruntled employees
For a convenient record of all communications with a client or an individual
For a legal record of communications
To organize business records such as receipts or invoices

Whatever your reason, the wizard will make it much easier to create and organize a complete record of your emails—stored and backed up safely in your cloud storage service of choice.

If you prefer to bypass installing any of the Chrome extensions listed in #1, here’s a direct link to save a copy of your Gmail emails:

Save A Copy of Your Emails Now

Demystifying Salesforce

August 1, 2016 by Graciela

Salesforce is the service that every business needs to use. It’s essential for them because of how efficiently it helps manage the process from lead management to sales to customer retention, which includes accurate reporting that keeps your finger on the pulse of your company’s growth at all times. There are other CRMs that are available, but with the sheer amount of apps that are available on the Salesforce app exchange, you’d be hard pressed not to find whatever you’re looking for in a robust CRM. Still, Salesforce in and of itself, is perfectly sufficient for any organization.

Consider how many cloud platforms your company uses. The average company uses at least 7 platforms (on the books), but it’s actually closer to 21 when we take into account the platforms that employees personally bring to the workplace on their own devices.

Their direct user interface doesn’t have an embellished user interface, but that actually helps organization with decreased distractions. When we look at Salesforce, we’re really looking at the bottom line, and there’s no place for fancy UIs, only for actual useable numbers. Their 4 most essential sections are:

Accounts: You’re able to see the details of your individual customers.
Opportunities: You’re able to see the details of your lead funnel.
Personal Library, Documents, and Chatter files: You’re able to access any needed documents that are usually linked to an account; like NDAs, purchase orders, RFPs, manuals, etc. This portion is essential to your workerbee team.
Reports: This is probably one of the single most important features of Salesforce. It’ll help you understand exactly what your forecasts are, and what calculable actions your company has taken in order to be able to repeat them.

Below Are Your Top 3 Salesforce Tips & Tricks:

How to Onboard, Train, and Engage With Your Employees.

Using Chatter Files can help you sift through much of your internal communication in a really efficient way. Specifically, they can be used to onboard, train, and receive feedback from your employees. Here’s how to set up a great cloud community which will help support and proliferate a positive working environment:

Login to your Salesforce account
Click on the Chatter Tab
Go to “groups”, and click on the “New Group” button
Create your first onboarding group. This will be where you should put a welcome message and things like: company policies, insurance plans, welcome manuals, employee contact list, etc.

To upload your manuals or files, just click on the file button.
Select where you’re uploading your files from, and include them here.
You can point all new employees to this Chatter Group to help get them incorporated far quicker since they can easily have access to all the tools they need to get started.
Do the same for training and feedback groups. Keep your work environment a healthy one by keeping it approachable.

Managing Your Files Is Easy.

When you have multiple files in another application like Dropbox, Box, Egnyte, Google Docs, or Amazon S3, and you want to provide them to your groups in Chatter Files, or to have them linked to any accounts, just sync them to your personal library in Salesforce. Everything will be available within seconds from within your Salesforce platform, and in the correct mapping order.

Login to cloudHQ account
Click here, and select your Salesforce account.
Then, choose “Sync and Backup Salesforce Documents, Files, and Libraries”, and click on “Next Step”. See the image below:
Now select the cloud storage service that you want it synchronized with (i.e Amazon S3, Dropbox, Google Drive, etc.). I’ll choose Google Drive for this particular example.

NOTE: If you want to create a new folder in your Google Drive (or other storage platform) that you want mapped to your Salesforce account, just keep following the cloudHQ wizard after you click on “Create Folder”.

You’ll get this pop-up where you can create your new file name in Google Docs. I chose to name it as “Salesforce Personal Library Sync”, so that it can be very obvious to me about where I can drop new files in my Google Drive that I want sync’ed out to my Salesforce Personal Library.

Now, your sync should be up and running. Just to be sure, hop out to your Salesforce account and select your Personal Library folder. take a look and see how all your documents that you had in your Google Drive folder is all of a sudden in your Salesforce Personal Library like so:
There’s no need to ever have to download or upload any documents between Google Drive and Salesforce again. It’ll automatically just show up in Salesforce (and vice versa into Google Drive).

Note: If you ever need to alter anything in your files from Salesforce or Google Drive for this example, it’ll get reflected into your other synced platform, so no worries about having to reload updated versions of anything. It’s all done for you.

Reports: Automate them. Share them.

Reports are tricky, but the good news is that it doesn’t really have to be.

Click on your reports tab in Salesforce and check out your left hand menu:
Choose the report you want to see. I’ll choose Sales Reports. Here, I’ll find pre-populated choices for me:
Once you select the report that you want to see, you can then further select all the criteria within that report, and be sure to save that report.
Once you’ve saved it, hop into your cloudHQ account.
Set up your sync pair between Salesforce, and your cloud storage provider; in this case, I chose Dropbox. Make sure you sync Reports, and specifically, the reports in “Lead Reports”.
You can choose to have this backed up every 15 minutes, 6hrs, 12hrs, or every 24hrs. The major benefit is that you’ll always have it, and any other reports available (and shareable) in your dropbox folder.

Stop Wasting 20 Hours With Dropbox File Sharing

July 21, 2016 by selim Dizdar

How long does it take to email a file from Dropbox (or any other cloud storage account)?

We were curious. We did five tests, then calculated the average time to build and share a link.

Our results?

We averaged 37.4 seconds to:

Find a file in Dropbox
Create a share link
Copy the link
Paste the link in an email.

37.4 seconds may not sound like much. But if your job requires you to send a lot of files back and forth via email, the time adds up quickly.

If you send 10 attachments a day this way, 5 days a week, for 50 weeks this year, you’ll spend 20.8 hours this year doing nothing but creating and sharing links to files in Dropbox.

There’s a better (and faster) way.

Share and Attach Files in Gmail

Instead of going into Dropbox, the new Share and Attach Files in Gmail Chrome extension lets you find and attach files directly within Gmail.

The extension is free. It works for anyone with an “@gmail.com” account or whose email is hosted by Google through Google Apps.

To use it, simply click the button inside Gmail, choose your cloud storage account, then navigate to the file you want to attach.

No copy and paste required. And no long, ugly-looking links to send to your boss, coworkers, or customers.

See the difference?

It’s not just Dropbox.

Share and Attach Files in Gmail lets you grab files from:

Dropbox
Google Drive
OneDrive
Box
Evernote
Egnyte

Whatever service you use, you’ll be able to attach files with just a few clicks.

How Much Time Could You Save?

For fun, we timed the process of attaching a file from Dropbox using the new Chrome extension.

After five tests, the process took an average of 17.8 seconds to find and attach the same file. That’s over 50% faster, and it looks much better.

Use it regularly, and you could gain 12-13 hours a year in productivity, simply by using a free Chrome extension when you share documents.

Get Started

16 Free Chrome Extensions to Boost Your Productivity

June 22, 2016 by selim Dizdar

We’ve recently released a host of free Chrome productivity extensions for Gmail.

They are all free.

If you have Gmail or host your company’s email through Google Apps, you can use any of all of them.

Each one is designed to help you do more, faster, and better.

Here’s the complete list:

1. Gmail Label Sharing

This is our most popular Chrome extension. You can use it to:

Share a bunch of emails all at once with an unlimited amount of people who have an email address.
- How? Just create and share a Gmail label. You can put as many emails into your labels as you like. Anyone you’ve invited to share your label will have instant access to see it as a Gmail label in their Gmail too (or if they don’t use Gmail, in their email folder regardless of what email provider they use). This eliminates the need to send or forward any emails one at a time, which usually just gets confusing.
Chat about specific emails in your Gmail label with anyone that you’ve shared your Gmail Label with.
- Small caveat: Sorry non-Gmail users, to use this feature, you need to be using Gmail.

Install Gmail Label Sharing.

2. Slick Email Templates

Create beautiful emails using free, pre-designed templates. Great for:

Private announcements
Party invitations
Congratulations
Newsletters

Once you’ve chosen a template and personalized your message, you’ll be able to send it just like any other email you send with Gmail. New templates are added all the time.

Install Gmail Email Templates.

3. Gmail Shared Todo

Create a shared to-do list for you and whoever you’re writing an email to. Keep track of accountability and watch your productivity rise!

Install Gmail Shared Todo.

4. Edit Emails in Google Docs

Save a Gmail message to Google Docs with one click.

This is great for creating an email collaboratively with your team. Before sending off that important email, you can save it to Google Docs and collaboratively work on it with your assistant, boss, or your entire team.

When it’s really important, team feedback is a good idea.

Install Edit Emails in Google Docs.

5. Convert Google Docs to Gmail Drafts

This is kind of like a continuation of #4 above, but it works the other way around: convert a Google Doc into a Gmail draft with one click.

All the formatting from your Google Doc will automatically carry through to your Gmail draft. Just don’t forget to take advantage of Google Drawings, Google doc templates, charts, tables, and images! Really, the possibilities are quite endless.

Install Convert Google Docs to Gmail Drafts and keep your perfect formatting.

6. Save Emails to PDF

Easily save Gmail messages as PDF documents to your computer. Simply click the “Save to PDF” button. Your email will be converted to a PDF and immediately downloaded to your computer.

Install Save Emails to PDF.

7. Save Emails to Google Drive

Save your Gmail message (and attachments) to Google Drive with a single click. SO helpful.

Install Save Emails to Google Drive.

8. Save Emails to Dropbox

Save any Gmail message (and attachments) to Dropbox with one click.

Install Save Emails to Dropbox.

9. Save Emails to Slack

Save any Gmail message to Slack with one click. This gives you one complete record of a conversation around a topic, instead of having to search between Gmail and Slack to find who said what about a project.

Install Save Emails to Slack.

10. Save Emails to OneDrive

Save any Gmail message (and attachments) to OneDrive with one click.

Install Save Emails to OneDrive.

11. Save Emails to OneDrive Business

Save any Gmail message (and attachments) to OneDrive Business with one click.

Install Save Emails to OneDrive Business.

12. Save Emails to Box

Save any Gmail message (and attachments) to Box with one click.

Install Save Emails to Box.

13. Save Emails to Salesforce

Save any Gmail message (and attachments) to Salesforce with one click.

Install Save Emails to Salesforce.

14. Save Emails to SharePoint

Save any Gmail message (and attachments) to Sharepoint with one click.

Install Save Emails to SharePoint.

15. Save Emails to OneNote

Save any Gmail message (and attachments) to OneNote with one click.

Install Save Emails to OneNote.

16. Save Emails to Egnyte

Save any Gmail message (and attachments) to Egnyte with one click.

Install Save Emails to Egnyte.

More Free Productivity Tools Coming Soon!

We’re hard at work on more free productivity tools for you and your team.

To see our full list of Chrome extensions, visit cloudHQ’s page on the Chrome Web Store.

See Chrome Extensions

5 Safety Concerns with Cloud Data Storage, Answered.

January 22, 2015 by Naomi Assaraf

Still a relatively new innovation, cloud storage has attracted a lot of scrutiny in recent months. Before entrusting sensitive data to third party storage facilities, consumers want to know that their information is going to be stored safely and reliably. And is it? The simple answer is yes. Despite scare tactics devised by hackers to undermine consumer perception of the cloud, cloud storage remains one of the safest ways to store your data today. Let’s take a look at why.

1. If the Cloud is Secure, How was Apple’s iCloud Hacked?

After the well-publicized attack on Apple’s iCloud, polls showed an immediate drop in the popularity of cloud storage. Users reported feeling more vulnerable, and began questioning the security of their own personal data. But what really happened? The headlines said that the cloud had been hacked, that nude pictures had been stolen from the private accounts of 26 celebrities. While the photos were indeed stolen from the victims’ personal accounts, the important distinction that the popular media never made was that the cloud wasn’t hacked. The breach was a result of vulnerabilities in Apple’s password security system, enabling persistent hackers to guess the passwords and security questions of select users. The cloud itself was never actually breached.

2. How is the Cloud Protected?

To keep data secure, the front line of defense for any cloud system is encryption. Encryption methods utilize complex algorithms to conceal cloud-protected information. To decipher encrypted files, would-be hackers would need the encryption key. Although encrypted information is not 100% uncrackable, decryption requires a huge amount of computer processing power, forensic software, and a lot of time. Can it be done? Yes, the only way to keep your data safe for certain is to lock it up in a safe beneath the ground. That being said, your cloud-stored data is generally safer than your locally stored data. Cloud services utilize more complex security methods than the average computer owner is able to devise, giving your cloud-stored data an added level of protection.

3. What Can I Do to Help Keep My Cloud Data Safe?

Keeping your data secure is your responsibility as well as your cloud provider’s responsibility. As hackers demonstrated through the celebrity iCloud breach, poor password security can give cybercriminals an all-access pass to your private data. To keep your password safe, avoid using the same password over multiple platforms; add letters, numbers and symbols to your password, and do not utilize a password that is in any way related to your personal life. Any hacker worth his salt will know your address, your husband’s name, the type of car you drive and your favorite restaurant.

Data security is a major concern, and although options are currently limited, they exist. The most secure is likely a military grade encryption from providers like Credeon or nCrypted Cloud. This allows users to encrypt and store data with their own specifications, and securely share files with other parties that can view files with a key management system.

However, the biggest cause of concern for Cloud storage isn’t hacked data, it’s lost data. Dropbox recently had a glitch in their sync system that left many subscribers with lost files. For those who only had their files hosted on Dropbox, there was no possible way to retrieve them. In this case, redundancy to another cloud platform would have been a good idea.

4. Is Cloud Storage Really Reliable?

Your data might be safe if the system that it is stored on has failed, but that won’t do much to mollify you in the event of a system outage. While cloud storage keeps your data secure from fires, floods, hurricanes and computer meltdowns, it is still vulnerable in the sense that it is in the hands of a third-party system. Fortunately, since there are no geographical limits to cloud storage, you don’t have to use your local Joe schmo’s cloud services. Before selecting a cloud storage provider, do your research. Top cloud providers can keep your data safe and consistently accessible. If the company you are working with has a history of data loss and security breaches, then it’s time to move on to a new provider.

Cloud storage is much more reliable when used in tandem with another storage system, such as Google Drive. As stated earlier, the biggest concern with cloud storage is lost data, not hacked data. But that issue is eliminated if the cloud is used more as a “sharing” platform instead of a “storage” platform. By taking shared files and storing them into something like Google Drive, you can ensure that if your data is lost, you can easily locate it through the other platform. Services like cloudHQ offer seamless integration via the cloud and Google apps, Box, and Dropbox; making it impossible to lose your files.

5. Who is Currently Using Cloud Storage?

A recent poll stated that 86% of companies not only use extensive cloud storage systems, but multiple cloud storage systems. The survey consisted of companies from 80 different countries and collected data from as far back as 2005, before cloud storage became a hot button issue. 30% of business of 1 storage account, 16% have 2, 12% have 3, 8% have four, and 19% have 5 or more (with 13% having 0 accounts).

So what does this mean? It means that most companies either trust cloud storage enough to incorporate it significantly in their data storage efforts, or that the benefits of cloud storage are so great that it’s worth the risk. Nevertheless, the trend is not stopping. Cloud usage has seen an exponential rise every years since 2009.

So although safety seems to remain a concern, despite the guidelines and practices put forth by experts in the field, big companies are still investing resources in acquiring and developing the storage platform. Which means that cloud optimization and security will mimic the rise in its popularity.

How To Use Evernote With Egnyte For Media and Advertising Agencies

July 23, 2014 by Graciela

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Media and advertising folks are loving their Evernote notebooks synced with Egnyte. Evernote helps organize ideas into campaigns, while Egnyte backs up all that information on company cloud or on-premise servers. The sync is actually done by a third party, cloudHQ, that works seamlessly in the background to make sure that notebook notes synced between Evernote and Egnyte is actually running both ways. This way, when you have a 2-way sync running, whoever edits the Egnyte file, it shows up in the teammates’ Evernote notebook on their mobile devices. This simultaneously helps increase team collaboration and backs up all the data as well.

cloudHQ Integrate Evernote and Egnyte Infographic

Integrate Your Favorite Productivity Cloud Services with Egnyte

May 13, 2014 by Graciela

There’s no denying the cloud has quickly emerged as a critical business tool that enables productivity, access and collaboration regardless of an employee’s (or a company’s) physical location. And just as a smartphone works better with apps, the cloud works better with a thoughtfully selected array of tools and services that help you make the most of these digital capabilities.

As a result, a large number of companies have started incorporating numerous cloud-based services and tools into their workflow. Our team at cloudHQ has found that one of the most popular combinations is Egnyte and SharePoint, thanks in large part to Egnyte’s position as a clear leader for cloud-based storage and file sharing, especially at the enterprise level when companies are dealing with large data volumes, but require security within their sharing networks.

As companies integrate cloud-based services like SharePoint, they often run into a problem of multiple installations. When that happens, a company might have different versions of SharePoint (and corresponding files) that are located on-premise, separately from what is located in the cloud. At that point, the enhanced accessibility and productivity of the cloud is a moot point since employees can’t be assured they’re accessing the most up-to-date documents they need. The solution?

Egnyte and cloudHQ: A Truly Powerful Enterprise Solution

As cloud-based tools and services continue to flourish, one glaring issue has emerged: data gravity. Data gravity occurs once data has grown exponentially and becomes difficult to move within the cloud because of the sheer magnitude of file sizes.

Because SharePoint offers such a varied range of functionality and is designed for the enterprise, it’s safe to assume that, at some point, SharePoint users in a particular company are going to encounter data gravity issues, which are becoming increasingly problematic for enterprise IT teams. By adding Egnyte to the mix, companies can enhance SharePoint’s capabilities with a number of services including cloud file sharing, private file sharing, local file access and cross-office collaboration to enable seamless access and file sharing from any device. And, after all, that sort of instant (and constant) access is what the cloud is all about.

Egnyte is an ideal accompaniment to any company’s SharePoint, especially for companies that deal with a high volume of cloud-based information. To make the workflow even more efficient, however, consider completing the trifecta with cloudHQ, which will keep files in sync and protected against accidental (or intentional) file deletions across multiple cloud services.

How cloudHQ Helps A Cloud-Based Enterprise Workflow

cloudHQ helps make collaboration and backup simple with a cloud-based service that continuously synchronizes and replicates data between multiple cloud services in real-time. If you’re using several cloud platforms like Egnyte and SharePoint but are unable to access files when you need them, the cloud becomes a productivity hindrance.

When you use cloudHQ, you know your data is accessible and protected in a secure, centralized location like Egnyte, even if you’re dealing with large amounts of data. Consider, for example, that cloudHQ currently syncs more than 10 million files each day, a compelling statistic that speaks to cloudHQ’s ability to work with high volumes of information and files in a reliable way.

Interested in adding Egnyte and cloudHQ to your existing SharePoint system? Try a free cloudHQ trial paired with Egnyte to see how you can make your SharePoint workflow even more robust and efficient. The cloud is as powerful as you make it—and by using this particular suite of tools, you’ll achieve an optimal level of efficiency, productivity, access and collaboration that won’t just impact your employee’s to-do lists—it’ll have a noticeable impact on your company’s bottom line, too.