Citrix ShareFile overview

4.2 / 5.0

Capterra

4.5 / 5.0

About Citrix ShareFile

The Citrix ShareFile virtual data room, now branded Progress ShareFile, is a secure document and deal-management platform used to facilitate confidential transactions, due diligence, and controlled information exchange in high-stakes business processes such as real estate deals, investment fundraising, and corporate transactions.

ShareFile evolution

The solution began as an independent content collaboration, file-sharing, and sync platform built for secure business document exchange.

2011: Citrix Systems acquired ShareFile and continued to offer it as a standalone service, with expanded integration across its product ecosystem.

2024: Progress Software Corporation acquired ShareFile. Under Progress, the platform fits into the Digital Experience portfolio, helping organizations support client and team collaboration, simplify document sharing, and maintain a strong security posture across everyday workflows.

Examples of Canadian organizations using Citrix virtual data room include Canadian News Agency, Copp Clark, and Payworks. They rely on the platform to streamline internal workflows, share documents safely, and maintain strong security standards.

_{👁️‍🗨️Note: In this review, we refer to the product as Citrix, ShareFile, or Citrix ShareFile. All three names describe the same VDR solution.}

Who this virtual data room is built for

ShareFile is mainly used in the following industries:

Accounting. The solution offers a unified workspace for collecting documents, forms, and signatures. It helps accountants manage tax season efficiently.
Legal. Teams using ShareFile can streamline matter-specific workflow needs with secure document sharing and collaboration tools. This improves case management and team coordination.
Finance. By centralizing document and data collection, the data room accelerates client onboarding and service delivery. At the same time, it never compromises compliance.
Insurance. The platform replaces email chains and paper-based reviews with secure document workflows. This simplifies data collection, review, and approval processes.
Healthcare. ShareFile supports secure digital record collection and management. It protects PHI and enables compliant information exchange.

ShareFile turns complex document-centric tasks into a smooth and secure process across industries and professionals.

Citrix data room key features

Key software functionality and capabilities in security, collaboration, document management, and compliance include the following:

Category	Details
Security controls	Encryption. The solution encrypts communication between the platform and the user using SSL and TLS encryption protocols, with data encrypted up to AES 256-bit. Multi-factor authentication. ShareFile supports two-step verification methods, including token-based authentication, SMS, and voice calls. Secure file sharing. Users can safely exchange files with internal and external partners, keeping all shared data protected. Device security. If a device is lost, administrators can remotely lock or wipe encrypted ShareFile data to prevent data breaches. Automated threat remediation. ShareFile monitors for security risks and automatically addresses threats without manual user intervention. CASB integration for data loss prevention. ShareFile integrates with leading cloud access security broker solutions to monitor document safety, enforce access controls, and prevent breaches across hybrid IT environments.
Permissions and access controls	View-only sharing and access. Administrators can restrict downloading, editing, copying, and distributing documents across the account. AI-driven secure share recommender. The platform automatically recommends hyperlink share settings based on the file content, keeping sensitive data secure without interrupting workflow efficiency. Granular user permissions. ShareFile allows precise control and visibility over who can view, edit, or manage specific files. File link expiration. Administrators can set expiration dates for file links, restricting access automatically after a specified time. File check in/out. Users can check out documents to prevent others from making changes while editing, and administrators can track who has downloaded documents.
Collaboration tools	Anytime, anywhere access. ShareFile can be accessed securely across devices, making it easy to view documents and collaborate from any location. Unlimited client users. Teams can invite as many client users as needed, providing each with personalized access to project documents. Personal Citrix cloud connectors. ShareFile integrates with SharePoint Online, OneDrive, OneDrive for Business, Dropbox, Box, and Google Drive for easy file access and transfer. Task management. Users can create, assign, and manage tasks to ensure that team members stay organized. Folder Q&A. This feature creates a secure, easily tracked communication trail that prevents important information from being lost in emails or phone calls.
Document management	Folder creation templates. Users can create a default subfolder structure that can be applied to new or existing documentation for a consistent data room setup. Document templates. ShareFile allows teams to create reusable templates that are ready to send for signature. E-signatures. Users can send up to 100,000 documents per month for e-signature at the account level. Bulk send. ShareFile enables sending the same document to multiple recipients individually in a single send. Full text search. Users can search for file or folder names as well as specific words within documents and find information quickly. Email plug-ins for Outlook and Google Workspace. The ShareFile plugin lets users send and request large attachments securely through email, bypassing file size limits.
Compliance controls	HIPAA eligible. ShareFile supports HIPAA compliance for Premium users only, enabling secure handling of protected health information. _{* Customers must have a signed Business Associate Agreement (BAA) with ShareFile (Progress Software Corporation).} SEC+FINRA eligible. ShareFile offers features to support SEC and FINRA compliance, including archiving with up to 200GB of storage per user, subject to a fair-use policy. Some features may be limited or unavailable. _{* Customers must have a signed SEC Addendum with ShareFile (Progress Software Corporation).}

Overall, the vendor provides robust functionality, enabling teams to work efficiently and protect sensitive information.

Deployment, integrations, and support

ShareFile offers flexible deployment options, integrations with popular business tools, and dedicated support to help teams get up and running quickly.

Deployment

ShareFile is a cloud-based platform that can be accessed securely from any device with a web browser, so it doesn’t require local storage on your desktop or mobile device to operate.

For mobile users, it also works through smartphone browsers and offers dedicated apps for iOS and Android. Desktop applications are available for Windows and macOS, providing additional options to access, sync, and navigate files from your computer.

Integrations

ShareFile connects with a broad range of business tools to support document management, collaboration, accounting, CRM, workflow automation, and industry-specific processes. Its integrations include major productivity suites such as Microsoft 365 and Google Workspace, as well as platforms for e-signature workflows, faxing, financial services, construction bidding, accounting, sales, and field data collection. This allows teams to access, share, and manage files across the systems they already use instead of moving documents manually between disconnected tools.

_{* The provider requires customers to independently obtain applicable third-party license(s). Certain third-party applications or services may be limited or unavailable.}

Support

As of March 4, 2024, ShareFile offers two levels of support: Base Support and Enhanced Support (by invitation only).

Base Support provides the following:

24×5 chat support for quick assistance
Technical support during business hours
Customer service during business hours
Sales support during business hours
Weekend support for Severity 1 (critical) issues under active agreements
Access to online case status and ShareFile communities

Enhanced Support (by invitation only) includes all Base Support coverage plus the following:

24×7/365 support for Severity 1 issues
Priority routing and access to senior-level engineers
Case management via online portal and phone

Support is provided in English only. Response times vary by issue urgency, though ShareFile does not guarantee resolution times.

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Citrix ShareFile VDR pricing: what to expect

The provider offers flexible subscription-based pricing. Plans scale with team size and usage needs, providing options from basic secure file sharing to advanced document workflow and virtual data room capabilities.

Below is an overview of the main pricing tiers:

Plan	Best for	Price per user/month
1. Advanced	Secure file sharing for teams	$17.60 (minimum 3 users)
2. Premium	End-to-end document workflows for teams and clients	$27.50 (minimum 3 users0
3. Industry Advantage(for accounting)	Pre-built, accounting-specific document workflow automation	$45.83 (minimum 3 users)
4. Virtual Data Room	Confidential document sharing with granular access control	$75.00 (minimum 5 users)

Explore the data room pricing page to learn more details about how providers structure their plans and make informed decisions for your team.

Citrix alternatives: When to choose a different VDR

If your deal requires advanced reporting, specialized M&A workflows, or industry-specific compliance, another virtual data room might serve you better. Compare options that offer advanced features and find the right fit.

Data room built for transaction-grade due diligence, offering tight permissioning, Q&A workflows, and robust reporting to keep complex deal reviews organised and controlled.

Start 7-day free trial

Box is a cloud content platform used for secure file sharing and collaboration, with strong integrations and governance features that fit ongoing business document management.

View Box review

ShareFile pros and cons

The following advantages and disadvantages of the solution are based on recent user feedback from G2 and Capterra, reflecting how customers evaluate the software in everyday use.

Pros

✓Easy setup with an intuitive interface for admins and clients
✓Centralized access to all user information in one Citrix workspace
✓Seamless integration with Microsoft Office 365
✓Strong security controls with solid networking capabilities

Cons

✕Limited advanced functionality, such as Q&A and built-in diligence workflows
✕Pricing is high while offering comparatively limited storage
✕Upload times can be slow, especially for larger files
✕The desktop application glitch when overloaded

Read more user reviews and compare Citrix VDR with top-rated alternatives like Ideals to make a confident software choice.

FAQ

What is Citrix used for?

Companies employ the software for secure file sharing, document management, and collaboration. It helps teams exchange confidential information, manage workflows, and maintain compliance.

Is ShareFile available for mobile users?

Yes. ShareFile works on any device with a web browser and offers dedicated mobile apps for iOS and Android. Thus, users can access, share, and manage files on the go.

Is ShareFile suitable for regulated industries?

Yes, but provided the necessary agreements and addendums are in place. The provider supports HIPAA, SEC, and FINRA compliance, making it suitable for healthcare, finance, and other regulated sectors.

Does Citrix ShareFile support multi-factor authentication?

Yes. The solution supports multi-factor authentication, allowing administrators to require an extra verification step beyond a username and password.

What can you do with a ShareFile account?

The account lets users securely upload and organize files, control who can view or download documents, send files for legally binding e-signatures, and track user activity through audit logs.

Services

FILES & FOLDERS MANAGEMENT

Automatic Numerical Indexing of Files & Folders	yes
Drag & Drop Upload of Multiple Files and Folders	yes
Desktop Synchronization	yes
Archives Upload & Extraction	no
Document Version Control	yes
Multilingual Documents Index	yes

FILE PROTECTION & DIGITAL RIGHTS MANAGEMENT

Granular Document Permissions	yes
View-Only Access	yes
Prevention of Download, Print and Copy	yes
Remote Shredding of Documents	yes
Customizable Document Watermarks	yes
Secure Fence View	no
Document Access Expiry	yes
256-Bit SSL/TLS Encryption	yes
Data at Rest Encryption	yes

DATA HOSTING

99.9% Uptime Guarantee	no
ISO 27001 Certified	yes
SOC 2 Certified	yes
SSAE 16 Certified	yes
Data Backup	yes
Virus Scanning	no

ACCESS SECURITY

Two-Factor Authentications	yes
Mobile Device Management	yes
Granular User Permissions	no
Permission Groups	yes
Access Expiration	yes
Access Limitation by IP Address	yes

ACCESSIBILITY & EASE OF USE

No Plugins	no
Scroll-Through Web-Based Document Viewer	yes
Web-Based Excel Spreadsheets Viewer	yes
iOS Application	no
Android Application	yes
Mobile Device Interface	yes

SEARCH, OCR & FILTERS

Search by Name	yes
Search by Content (Full Text Search)	yes
OCR (Optical Character Recognition)	yes
Filtering by Parameters	yes

COLLABORATION FEATURES

Basic Questions & Answers Module	yes
Advanced Questions & Answers Module	yes
Secure User Messaging	yes
New Document Email Notifications	yes
Files & Folders Notes	no

ACTIVITY TRACKING & REPORTING

Tracking of All User Activity	yes
Real-Time Audit Trail	yes
Graphic Reports	yes
Exporting Reports to Excel	yes
Tracking of Document Viewing Time	yes

CUSTOMIZATION

Branded User Interface	no
Custom Domain	yes
Custom Login Page	yes
Custom User Invitation Letter	no
Custom Agreements for Accessing Data Room	no
Active Directory Integration	yes
Single Sign-On Integration	no
Customer-Managed Encryption Keys	yes
Integrations Through APIs	yes
Custom Workflows and Features	yes

SUPPORT & SERVICES

Business Hours Support	yes
24/7 Email Support	yes
24/7 Phone & Email Support	yes
Online Help Center	yes
Live Training	no
Dedicated Project Manager	no
Data Room Archive on DVD or USB Drive	yes
Translation Services	yes

DEPLOYMENT OPTIONS

Cloud (Web-Based)	yes
On-Premise (Installed)	yes
Multiple Datacenter Locations	yes

TRIAL & PRICING

Free Demo	no
Free Trial:	14 Days
Price	Mid-Range, High Price Software

COMPANY INFO

Established	1989
Headquarters	Richardson, Texas

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