Egnyte is a hybrid cloud-based file sharing and content collaboration solution that provides secure file storage, data governance, and seamless collaboration capabilities for businesses. It allows organizations to manage, share, and access files securely from both cloud and on-premises environments while ensuring compliance with regulatory requirements. Egnyte is widely used for file management, team collaboration, document workflows, and data protection, making it a trusted choice for businesses needing stricter control over sensitive information. By integrating Egnyte with Frends iPaaS, organizations can automate document workflows, synchronize data with other systems, and enhance operational efficiency across various business functions.

Business use cases

Automated document synchronization

Egnyte is often used alongside other storage solutions such as SharePoint, Google Drive, or Dropbox. Frends can automate the synchronization of files between Egnyte and other file storage or content management platforms. For instance, when a new file is uploaded or updated in an Egnyte folder, Frends can trigger workflows to replicate it to another system or synchronize it with a parallel storage location, ensuring consistent file accessibility across platforms.

Integration with CRM systems

Egnyte serves as a central repository for documents like contracts, proposals, and customer files, which are also frequently tracked in CRM solutions like Salesforce, HubSpot, or Dynamics 365. Frends can automate integration workflows to synchronize files between Egnyte and CRM systems. For example, when a signed contract is uploaded to Egnyte, Frends can associate the document with the corresponding customer record in the CRM for better organization and accessibility.

Compliance and document retention workflows

Egnyte helps businesses handle sensitive data securely while ensuring compliance with regulations like GDPR, HIPAA, or SOC 2. Frends can enhance these workflows by automating the retention, archiving, and deletion of documents based on organizational policies. For instance, Frends could periodically scan Egnyte folders for files older than a specified retention period and either archive them to a secure location or delete them, ensuring compliance with regulatory requirements.

Real-time notifications for file activity

Egnyte enables collaboration through shared folders, but keeping teams informed of updates can be challenging. Frends can monitor specific Egnyte folders for activity and send real-time notifications. For example, when a new document is uploaded to a project folder, Frends can notify relevant team members via email, Microsoft Teams, or Slack to ensure timely access.

Automated approval workflows

Egnyte is often used to store and manage documents requiring review and approval, such as policy documents or marketing materials. Frends can orchestrate automated approval workflows by monitoring changes in Egnyte folders. For example, when a new document is added to an "Awaiting Approval" folder, Frends can notify approvers, track their responses, and move the document to an "Approved" or "Rejected" folder based on the outcome.

Backup and disaster recovery

While Egnyte provides robust file storage capabilities, external backups can provide an additional layer of protection for critical files. Frends can automate periodic backups of Egnyte folders to long-term storage solutions such as AWS S3, Azure Blob Storage, or Google Cloud Storage. For example, Frends workflows can create daily or weekly backups of important business documents, ensuring secure and redundant file storage for disaster recovery purposes.

Integration with ERP systems for file management

Egnyte can store key financial or operational documents like purchase orders, invoices, or reports. Frends can integrate Egnyte with ERP platforms such as SAP, Oracle, or NetSuite to automate file management workflows. For instance, Frends can parse metadata from files uploaded to Egnyte (e.g., invoice date, amounts) and send the extracted data to the ERP system for processing, ensuring accurate and efficient data entry.

Document collaboration in multi-location organizations

Large organizations with distributed teams often need coordinated file sharing and access. Frends can integrate Egnyte with tools like SharePoint, Teams, or other collaboration platforms to ensure that all relevant stakeholders can access updated files. For example, when a document is added or updated in Egnyte, Frends can sync it with corresponding folders in other collaboration tools to maintain alignment between remote teams.

Contract and vendor management

Egnyte is a secure storage solution for contracts and vendor agreements. Frends can integrate Egnyte with contract management or procurement systems to automate workflows. For example, when a signed vendor agreement is uploaded to Egnyte, Frends can extract relevant details and update vendor profiles in procurement systems or send notifications to procurement teams for further action.

HR onboarding and employee document management

Egnyte can store employee-related documents, such as contracts, tax forms, and certifications. Frends can integrate Egnyte with HR systems like BambooHR, Workday, or SAP SuccessFactors to streamline document workflows. For instance, when a new employee record is created in the HR system, Frends can automatically create a folder for the employee in Egnyte, upload necessary documents, and share access with the employee.

Secure sharing of sensitive data

Egnyte provides businesses with secure file-sharing capabilities for external collaborators. Frends can enhance these workflows by automating the creation of secure links or permissions for files. For example, when a vendor requests access to a project file, Frends can automate the creation of a time-limited shareable link from Egnyte and send it to the vendor securely via email.

Analytics and reporting on file usage

Egnyte tracks file activity and user engagement, which can provide valuable insights for optimizing document workflows. Frends can extract usage logs, activity data, and storage metrics from Egnyte and integrate them with analytics platforms like Power BI or Tableau. These workflows can deliver visual reports on file access trends, user activity, or storage utilization patterns for better business insights.

Project management integration

Egnyte is frequently used alongside project management tools such as Jira, Asana, or Trello. Frends can automate file-related workflows between Egnyte and these tools. For example, when a new project is created in Asana, Frends can automatically create an associated folder in Egnyte, assign relevant files, and ensure all project stakeholders have the appropriate permissions.

Marketing asset distribution

Marketing teams often manage brand assets like images, videos, and presentations in Egnyte. Frends can integrate Egnyte with digital asset management (DAM) systems or social media platforms to automate asset distribution. For example, Frends can sync approved marketing assets from Egnyte to content management platforms or schedule social media posts using assets stored in Egnyte.

Archiving and retention of compliance reports

For organizations that generate frequent compliance documentation, Frends can automate the archiving of reports created in Egnyte. For instance, Frends workflows can categorize compliance documents by metadata (e.g., report type, date generated) and periodically archive them to regulatory storage systems while maintaining compliance with data retention policies.