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General Features
FileSphere Familiar interface

Familiar Interface

There is no new interface to learn; FileSphere is seamlessly integrated into the Windows operating system, Windows Explorer, Microsoft Office applications (FileSphere Ribbon) and Microsoft Outlook. Through its support for Windows Open, Save and Search functionality, FileSphere is available within any application.

Different file type icons including document, music, spreadsheet, film file and image

Any Digital File Type

All commonly used file types, including document, text, image, email, spreadsheet, presentation, Adobe application files, and multimedia files are supported. FileSphere maintains all files in their native format, automatically captures native metadata and enables files to be opened by the relevant application.

Version Management

Version Management

Version management is inherent in FileSphere. All file versions are controlled automatically, with versioning performed when files are opened for editing (checked out) and returned (checked in). Multiple versions of any file are stored within a single file view, allowing easy access to and management of previous versions.

Simple Classification

Easy Retrieval

Multi-dimensional metadata tags enhance Windows Search functionality, power the predictive prompts in the built-in FileSphere Retrieval Bar and generate dynamic views of files to help you find files quickly and easily using whichever method suits you best.


Simple Tagging

Simple drag & drop classification enables files to inherit tags as you move them into View folders or you can add tags in the file's properties window using the predictive prompts to narrow tag selection. Tagging, based on the files native metadata such as title, subject and author, occurs automatically.

Dynamic Folders

Dynamic Folders

View folders are dynamic virtual folders that allow you to organise, reorganise and view files according to the way in which you work, providing you with a personalised view and easy targeted access to single files within a large number of files.

Document Retention

In line with your document retention policy you can set an expiry date for any file. Expired files are automatically removed to the administration section where they can be archived or permanently removed. 

FileSphere Professional Features
Information Management

Multiple Schemas

You can customise the built-in business schemas, import other industry standard schemas or create your own schema to meet the document classification requirements of your organisation, department or team.

File Sharing

File Sharing

Share documents easily, with anyone within your organisation, by sending them to other users' document spaces, sending document shortcuts by email or publishing documents via a URL. The integrated auto check in and check out features allow you to keep track of the file status and immediately know where the file is being edited and by whom. You can also benefit from FileSphere’s compatibility with Google Drive™.

File Sharing

Smart Access

Security is paramount in FileSphere. It protects files against unauthorised access as well as accidental deletion. You are able to lock, or lock and hide a file from other users or assign different access levels to each file based on their security levels. Detailed document and version history provides a comprehensive audit trail for every file. 

Local and Centralised Document Management


Administration, information management and storage can be set up as local, central or combined local and central to ensure important information is accessible only to the appropriate authorised users and user groups.

Extra Features available with FileSphere Enterprise
Centralised Management

Centralised Storage

A centralised environment is provided for security, auditability and management of both users and files and to enable information management across the entire organisation.
Remote web access

Mail Server Integration

Allows classification and automatic addition of individual emails and attachments to the file repository directly from email servers using server rules.

Document publishing


Documents can be effortlessly shared with parties external to your organisation, for viewing, commenting and editing, by publishing them via a URL, which is emailed as a download link.

Remote web access

Web Access

Remote access to documents in a centralised document space is available via a browser interface (Internet Explorer and Mozilla Firefox supported), providing you with everything you need to manage your documents from anywhere, at anytime.

Document publishing

Multiple Repositories

Multiple document spaces can be used to cater for situations where different business divisions require separate repositories. Each file repository can be physically distributed across multiple drives to increase efficiency and capacity, appearing as one repository to the user.

Client API

Client API

Third party API support via the development interface allows you to integrate FileSphere into any of your organisation's enterprise or web applications.