---
title: "Everything about ShareFile: New Player or Old Competitor?"
lang: en
canonical_url: https://www.papermark.com/blog/sharefile
last_updated: 2026-05-21
published: 2025-09-22
category: [document-sharing]
author: "Marc Seitz"
summary: "A comprehensive guide to ShareFile's features, pricing, security, and limitations to help you decide if it's worth the investment in 2026"
---

# Everything about 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:

1. **Secure document sharing** - Enterprise-grade security for sensitive files
2. **Virtual data rooms** - For M&A and due diligence processes
3. **Client portal management** - Streamlined client collaboration
4. **Workflow automation** - Document-centric business processes

![ShareFile Features](https://img.papermarkassets.com/upload/file_2d1kwKZAGjqQ2CuEXCmHmC-Screenshot-2025-09-22-at-13.32.39.png)

### 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 Security](https://img.papermarkassets.com/upload/file_FhaQWH8qF8H5RLvbtnkUYU-Screenshot-2025-09-22-at-13.31.32.png)

### 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

![ShareFile Portal](https://img.papermarkassets.com/upload/file_DXyA8W1T8feVo9g7CNiuxo-Screenshot-2025-09-22-at-13.31.09.png)

## How much does ShareFile cost?

ShareFile offers four pricing tiers:

**Advanced Plan**: $18.15/user/month (monthly billing) or $16.50/user/month (annual)
- Basic file sharing
- Minimum 3 users — **effective minimum: $54.45/month monthly, $49.50/month annual**
- Standard security controls

**Premium Plan**: $28.60/user/month (monthly) or $26.00/user/month (annual)
- Enhanced collaboration
- Minimum 3 users — **effective minimum: $85.80/month monthly, $78.00/month annual**
- Client portal access

**Industry Advantage**: $45.83/user/month (monthly) or $41.67/user/month (annual)
- Industry-specific workflows
- Minimum 3 users — **effective minimum: $137.49/month monthly, $125.01/month annual**
- Advanced compliance features

**Virtual Data Room**: $77.00/user/month (monthly) or $69.30/user/month (annual)
- Full VDR capabilities
- Minimum 5 users — **effective minimum: $385/month monthly, $346.50/month annual**
- Enterprise-grade security

![ShareFile Pricing Plans](https://img.papermarkassets.com/upload/file_7TBQtcUVfXVLNRYvUNhgRQ-Screenshot-2025-09-22-at-14.41.46.png)

> **Note:** Pricing information may vary by region. Visit [ShareFile's official pricing page](https://www.sharefile.com/plans) 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:

1. **Enterprise security**: Advanced encryption and access controls
2. **Compliance support**: Built-in regulatory compliance features
3. **Integration capabilities**: Connects with popular business tools
4. **Workflow automation**: Streamlined document processes
5. **Client collaboration**: Secure client portal functionality

## ShareFile features in 2026

- **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](https://www.papermark.com/alternatives/sharefile). Here are the main drawbacks:

1. **Per-user pricing**: Costs increase significantly with team size
2. **User minimums**: Required minimum of 3-5 users per plan
3. **Limited branding**: Restricted customization options
4. **No self-hosting**: Cannot host on private infrastructure
5. **Complex interface**: Steep learning curve for new users
6. **Limited API access**: Restricted integration capabilities
7. **No free plan**: No permanent free tier available

Looking deeper into these limitations in 2026:

- **High total cost**: VDR plan starts at $385/month, 5-user minimum
- **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 2026

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

![Papermark Analytics](https://img.papermarkassets.com/upload/file_YVZLbYwELYa8SxfjBg3mGe-virtual-data-room-analytics-.png)

### 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 | $54.45/month, 3-user minimum |
| 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 ($77/user/month, $385/month minimum)
- 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 2026?

While ShareFile offers solid features, several key limitations make businesses look for alternatives:

1. **High total cost**: VDR plan starts at $385/month, 5-user minimum
2. **Per-user pricing**: Additional users cost $77.00 each
3. **Minimum user requirements**: Must pay for at least 5 users on VDR plan
4. **Limited analytics**: Basic view tracking without page-by-page insights
5. **Storage restrictions**: Limited storage based on plan tier
6. **Single domain**: Limited branding and domain options
7. **No self-hosting**: Cannot deploy on private infrastructure
8. **Complex setup**: Requires extensive onboarding and training
9. **No free plan**: No permanent free tier available
10. **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

![Papermark Analytics](https://img.papermarkassets.com/upload/file_YVZLbYwELYa8SxfjBg3mGe-virtual-data-room-analytics-.png)

### 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 | $54.45/month, 3-user minimum |
| 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. Advanced starts from $54/mo with a 3-user minimum, and the dedicated VDR plan is $385/mo with a 5-user minimum.

### 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.

## Related Resources
- [ShareFile Pricing Guide](/blog/sharefile-pricing.md)
- [ShareFile Data Room Overview](/blog/sharefile-dataroom-overview.md)
- [Document Security Features](/blog/document-security.md)
- [Virtual Data Room Comparison](/blog/best-virtual-data-rooms.md)

---

_Markdown version of [this article](https://www.papermark.com/blog/sharefile) for AI agents and LLMs._
_More Papermark content: [llms.txt](https://www.papermark.com/llms.txt) · [full index](https://www.papermark.com/llms-full.txt)._