ShareFile: New Player or Old Competitor?
What is ShareFile?
ShareFile is a secure file sharing and virtual data room platform owned by Progress Software Corporation. It provides businesses with tools for document sharing, collaboration, and workflow automation, with a focus on security and compliance features for regulated industries.
What is ShareFile used for?
ShareFile serves multiple business needs, but here are the primary use cases:
- Secure document sharing - Enterprise-grade security for sensitive files
- Virtual data rooms - For M&A and due diligence processes
- Client portal management - Streamlined client collaboration
- Workflow automation - Document-centric business processes
ShareFile's main use case: Secure document sharing
ShareFile excels at secure document sharing through:
- Access controls: Granular permissions and user authentication
- Email encryption: Secure email and attachment sharing
- File tracking: Monitor document access and activities
- Compliance support: HIPAA, FINRA, and SEC regulatory compliance
ShareFile's main use case: Virtual data rooms
ShareFile's VDR functionality includes:
- Granular permissions: Detailed access control settings
- Document controls: Watermarking and NDA enforcement
- Activity tracking: Real-time analytics and audit trails
- Deal room features: Specialized M&A tools
ShareFile's main use case: Client portal
The platform offers comprehensive client portal features:
- Branded portals: Custom branding options (limited)
- Client onboarding: Rapid client setup tools
- Document requests: Digital document request lists
- Template library: Pre-built templates for common workflows
How much does ShareFile cost?
ShareFile offers four pricing tiers:
Advanced Plan: $17.60/user/month
- Basic file sharing
- Minimum 3 users
- Standard security controls
Premium Plan: $27.50/user/month
- Enhanced collaboration
- Minimum 3 users
- Client portal access
Industry Advantage: $45.83/user/month
- Industry-specific workflows
- Minimum 3 users
- Advanced compliance features
Virtual Data Room: $75.00/user/month
- Full VDR capabilities
- Minimum 5 users
- Enterprise-grade security
Note: Pricing information may vary by region. Visit ShareFile's official pricing page for current rates.
ShareFile company details and ownership
ShareFile was recently acquired by Progress Software Corporation (Nasdaq: PRGS) in October 2024 for $875 million. The acquisition significantly expanded Progress's Digital Experience portfolio, bringing:
- Over 86,000 customers
- More than $240M in annual revenue
- AI-powered document collaboration capabilities
Progress Software Corporation is a trusted provider of AI-powered infrastructure software, serving over 4 million developers and technologists across hundreds of thousands of enterprises globally. The acquisition aligns with Progress's Total Growth Strategy, built on three pillars:
- Invest and Innovate
- Acquire and Integrate
- Drive Customer Success
ShareFile's integration into Progress's portfolio enhances their ability to deliver efficient client and team collaboration solutions while maintaining a strong focus on document security and AI-powered features.
Why use ShareFile?
Organizations choose ShareFile for several reasons:
- Enterprise security: Advanced encryption and access controls
- Compliance support: Built-in regulatory compliance features
- Integration capabilities: Connects with popular business tools
- Workflow automation: Streamlined document processes
- Client collaboration: Secure client portal functionality
ShareFile features in 2025
- AI-powered collaboration: Enhanced document-centric collaboration platform
- Document sharing: Secure file sharing with encryption
- Client portal: Branded client workspace
- E-signatures: Integrated document signing
- Workflow automation: Custom workflow creation
- Compliance tools: Regulatory compliance support
- Integration options: Microsoft 365, Google, QuickBooks, etc.
- Industry focus: Specialized solutions for business services, financial services, industrial, and healthcare sectors
Why look for ShareFile alternatives?
Several limitations make users consider alternatives to ShareFile. Here are the main drawbacks:
- Per-user pricing: Costs increase significantly with team size
- User minimums: Required minimum of 3-5 users per plan
- Limited branding: Restricted customization options
- No self-hosting: Cannot host on private infrastructure
- Complex interface: Steep learning curve for new users
- Limited API access: Restricted integration capabilities
- No free plan: No permanent free tier available
Looking deeper into these limitations in 2025:
- High total cost: VDR plan starts at $375/month (5 users × $75.00)
- Storage restrictions: Limited storage based on plan tier
- Limited analytics: Basic view tracking without page-by-page insights
- Single domain: Limited branding and domain options
- Complex setup: Requires extensive onboarding and training
Meet Papermark: The Modern ShareFile Alternative in 2025
Papermark is revolutionizing document sharing and virtual data rooms with a modern, cost-effective approach. While ShareFile requires complex pricing and user minimums, Papermark offers unlimited viewers, advanced analytics, and transparent pricing - all with instant setup.
Why businesses choose Papermark over ShareFile
- Transparent pricing: €149/month flat rate with 3 users included
- Unlimited viewers: No per-user fees for external viewers
- Advanced analytics: Real-time page-by-page tracking
- Unlimited storage: No restrictions on data rooms or storage
- Multiple domains: Support for multiple custom domains
- Self-hosting option: Deploy on your own infrastructure
- Open source: Full transparency and customization
- Instant setup: No complex onboarding needed
Free plan features
- 1 team member included
- 50 links
- 50 documents
- Unlimited visitors
- Page-by-page analytics
- Document sharing controls
- Password protection
- Require email to view
- 30-day analytics retention
- No credit card required
Papermark vs ShareFile comparison
| Feature | Papermark Free | ShareFile Advanced |
|---|---|---|
| Starting price | Free forever | $52.80/month (3 users × $17.60) |
| Team members | 1 included | 3 minimum |
| Document limit | 50 documents | Unlimited |
| Link limit | 50 links | Unlimited |
| Visitors | Unlimited | Pay per user |
| Analytics | Page-by-page tracking | Basic view counts |
| Analytics retention | 30 days | 90 days |
| Document protection | Password + Email verify | Basic security |
| Sharing controls | Advanced permissions | Basic controls |
| Setup process | Instant, no credit card | Complex setup |
| Source code | Open source | Proprietary |
ShareFile security
ShareFile offers enterprise-grade security features:
- Data encryption in transit and at rest
- Granular access controls
- User authentication
- Audit trails
- Compliance support
However, the platform lacks:
- Self-hosting options
- Open-source transparency
- Full customization capabilities
ShareFile custom domain limitations
ShareFile's custom branding options are limited, particularly in:
- Domain customization
- Portal branding
- White-labeling capabilities
- Interface customization
ShareFile data room features
The Virtual Data Room plan includes:
- Granular user permissions
- Document controls
- Real-time tracking
- Watermarking
- NDA enforcement
- Deal room readiness
However, limitations include:
- High per-user cost ($75/user/month)
- 5-user minimum requirement
- Limited customization options
- Restricted API access
ShareFile analytics capabilities
ShareFile provides basic analytics features:
- Document access tracking
- User activity monitoring
- Basic engagement metrics
- Audit logs
Why look for a ShareFile alternative in 2025?
While ShareFile offers solid features, several key limitations make businesses look for alternatives:
- High total cost: VDR plan starts at $375/month (5 users × $75.00)
- Per-user pricing: Additional users cost $75.00 each
- Minimum user requirements: Must pay for at least 5 users on VDR plan
- Limited analytics: Basic view tracking without page-by-page insights
- Storage restrictions: Limited storage based on plan tier
- Single domain: Limited branding and domain options
- No self-hosting: Cannot deploy on private infrastructure
- Complex setup: Requires extensive onboarding and training
- No free plan: No permanent free tier available
- Closed source: No transparency or customization options
Papermark: A modern ShareFile alternative
Papermark offers a more flexible and cost-effective solution:
Key advantages
- Transparent pricing: €149/month flat rate with 3 users included
- Unlimited viewers: No per-user fees for external viewers
- Advanced analytics: Real-time page-by-page tracking
- Unlimited storage: No restrictions on data rooms or storage
- Multiple domains: Support for multiple custom domains
- Self-hosting option: Deploy on your own infrastructure
- Open source: Full transparency and customization
- Instant setup: No complex onboarding needed
Free plan features
- 1 team member included
- 50 links
- 50 documents
- Unlimited visitors
- Page-by-page analytics
- Document sharing controls
- Password protection
- Require email to view
- 30-day analytics retention
- No credit card required
Papermark vs ShareFile comparison
| Feature | Papermark Free | ShareFile Advanced |
|---|---|---|
| Starting price | Free forever | $52.80/month (3 users × $17.60) |
| Team members | 1 included | 3 minimum |
| Document limit | 50 documents | Unlimited |
| Link limit | 50 links | Unlimited |
| Visitors | Unlimited | Pay per user |
| Analytics | Page-by-page tracking | Basic view counts |
| Analytics retention | 30 days | 90 days |
| Document protection | Password + Email verify | Basic security |
| Sharing controls | Advanced permissions | Basic controls |
| Setup process | Instant, no credit card | Complex setup |
| Source code | Open source | Proprietary |
FAQ
Is ShareFile free?
No, ShareFile doesn't offer a free plan. Plans start at $17.60/user/month with a minimum of 3 users.
Can I white-label ShareFile?
ShareFile offers limited branding options but not full white-labeling capabilities.
How secure is ShareFile?
ShareFile provides enterprise-grade security with encryption, access controls, and compliance features.
Does ShareFile track document analytics?
Yes, ShareFile offers basic document tracking and analytics features.
Can I self-host ShareFile?
No, ShareFile doesn't offer self-hosting options.
Conclusion
ShareFile is a robust document sharing and virtual data room solution with strong security features and industry-specific capabilities. However, its per-user pricing model, minimum user requirements, and limited customization options may not suit all organizations. Modern alternatives like Papermark offer more flexible pricing, unlimited users, and enhanced customization capabilities.