Hubshare:
Secure Digital Workplaces And Client Portals
Hubshare is the digital workplace and client portal layer for teams that already use M-Files, or are planning to. It lets you share M-Files content with clients, partners and remote teams in a secure, branded environment, without losing control of your documents.
IT Clarity designs and implements Hubshare solutions in South Africa that plug into your M-Files environment, so you can improve collaboration externally while keeping governance and compliance intact.
Secure File Sharing
Share sensitive documents securely with clients and team members.
Enhanced Productivity
Streamline workflows by integrating Hubshare with M-Files and other systems.
Improved Client Engagement
Offer clients a professional and user-friendly portal for seamless interaction.
Mobile Accessibility
Access Hubshare on the go, ensuring flexibility and responsiveness.
What Is Hubshare And Where It fits In Your Information Landscape
Hubshare is a secure digital workplace and client portal platform that connects directly to M-Files. Think of it as the presentation layer that sits on top of your M-Files document management system, giving you:
- Branded portals for clients, suppliers and partners
- Project or matter workspaces that surface the right M-Files content
- Dashboards and widgets for tasks, news and links
M-Files stays in charge of document storage, metadata, permissions and workflows. Hubshare provides the user-friendly, web-based hubs where internal and external users can work together.
Hubshare Gives You A Central, Controlled Place To Collaborate Externally:
No more sending large attachments. Users log into the hub.
Everyone works on the latest version stored in M-Files.
Access is role-based and traceable.
When the work is done, access can be closed.
You keep the benefits of fast digital collaboration without sacrificing control.
Share M-Files Content With Clients And Partners Securely
Emailing documents back and forth is a recipe for confusion and risk. Different versions float around, attachments are forwarded to unknown people, and no one is sure who has seen what.
With Hubshare, you can:
- Publish selected M-Files documents into secure hubs for each client, supplier or partner
- Give external users web access to the latest versions without sending attachments
- Track who has logged in and what they have accessed
- Revoke access instantly when a project or relationship ends
Behind the scenes, the documents still live in M-Files. Hubshare simply exposes the right content to the right people, in a way that is easy for them to use and safe for you.
Build Branded Hubs For Projects, Matters Or Accounts
Different relationships need different spaces. Hubshare lets you create branded hubs tailored to the way you work:
- A project hub for each large project or contract
- A matter hub for legal or professional services work
- An account hub for key customers or suppliers
- An internal team hub for departments or cross-functional groups
Each hub can surface:
- Documents from M-Files (filtered by project, matter, client and more)
- Key links and tools your users need
- Dashboards, announcements and tasks
IT Clarity helps you design these hubs so they reflect your brand, support your processes and keep external users focused on what they actually need.
Control Who Sees What With Permissions That Follow M-Files
One of the biggest strengths of using Hubshare with M-Files is that permissions and classifications are not reinvented.
IT Clarity configures Hubshare so that:
Access to documents is driven by M-Files permissions and metadata
Hubs only show the content that users are allowed to see
If a permission changes in M-Files, it is reflected in Hubshare
Sensitive content stays locked down, even inside a portal
This means your governance rules live in one place. You do not maintain separate access models for internal and external users. M-Files remains the source of truth for security, while Hubshare handles the user experience.
Improve Collaboration Without Compromising Governance
Every organisation wants better collaboration. The risk is that teams bypass governance to get work done faster, using whatever sharing tools are quickest.
With Hubshare and M-Files:
You give users an easy way to share and collaborate that feels as fast as consumer tools
You keep records, retention, permissions and audit trails under proper control in M-Files
You make it easier to do the right thing than to work around IT
For compliance-heavy environments in manufacturing, logistics, engineering and professional services, this balance is crucial. Hubshare becomes the friendly front end. M-Files remains the robust backbone.
Who Hubshare Is For
If you recognise your world in this list, Hubshare with M-Files can clean up how you collaborate externally.
Hubshare is a strong fit if you:
Already use, or are planning to use, M-Files as your document management system
Regularly share documents with clients, suppliers, auditors, partners or contractors
Work on projects, matters or accounts that require ongoing document exchange
Need a client portal that does not create yet another content silo
Operate in document-heavy, compliance-focused industries, where losing control of documents is not an option
How IT Clarity implements Hubshare with M-Files
Hubshare only reaches its full potential when it is designed around your processes and integrated properly with M-Files. IT Clarity helps you:
Identify collaboration use cases
We start with how you currently share with clients, suppliers, auditors and partners.Design hub structures
We design the right mix of project, account, matter and internal hubs, aligned to your M-Files metadata.Configure M-Files integration
We connect Hubshare to your M-Files repositories, views and permissions, so the right content appears in the right hubs.Brand and user experience
We apply your branding and simplify the experience so external users can log in, see what they need and get to work.Rollout, training and support
We help you roll Hubshare out to internal and external users, then support and refine the environment as usage grows.Talk To Us About Hubshare And M-Files In Your Organisation
If you are still sending sensitive documents around as email attachments or juggling multiple file-sharing tools, it might be time to move to a proper client portal for document sharing.
Talk to IT Clarity about using Hubshare and M-Files to create secure digital workplaces and client portals that make collaboration easier, while keeping your information under control.
Frequently Asked Questions
Do our documents live in Hubshare or in M-Files?
Documents continue to live in M-Files. Hubshare surfaces selected content from M-Files into secure hubs for internal and external users. This means you keep a single source of truth and one place to manage versions and permissions.
Can we use Hubshare as a client portal without M-Files?
Hubshare is designed to work best alongside M-Files as the content and metadata engine. In most of our projects, M-Files is the backbone and Hubshare is the portal and digital workplace layer on top.
How secure is Hubshare for external collaboration?
Hubshare uses secure authentication, HTTPS and role-based access control, and your document-level permissions are still managed in M-Files. IT Clarity configures your environment to align with your security and compliance policies.
Can we brand Hubshare with our own logo and colours?
Yes. Hubs can be branded to reflect your organisation, so client and partner portals feel like an extension of your own digital presence rather than a generic third-party tool.
What kind of scenarios is Hubshare best suited for?
Typical scenarios include project collaboration with clients, supplier and partner document exchange, audit and compliance portals, legal or consulting matter workspaces and internal team workspaces for cross-functional work.
Why Choose IT Clarity
At IT Clarity, we specialise in driving business success by leveraging technology to deliver real, measurable outcomes.
Our Mission
Since our founding in 2006, we’ve been committed to helping organisations take control of their information with secure, intelligent digital solutions built around M-Files. With over 20 years of expertise in business intelligence, application development, and document management, we design and implement solutions that bring clarity, compliance, and control to your operations.User-Friendly Design
We prioritise simplicity, creating intuitive systems that your team will adopt and use with ease.
Compliance Built In
From day one, our solutions integrate M-Files, QMS, and advanced security features to ensure your business meets all regulatory requirements.
A Partner for the Journey
We go beyond implementation, standing by you as a long-term partner to optimise, enhance, and support your digital systems as your business grows.
Smart Integration
Our phased approach to digital transformation ensures seamless integration with your existing tools and workflows, avoiding unnecessary disruption or costly replacements.
At IT Clarity, we don’t just provide technology; we build lasting, adaptable solutions tailored to your business today and scalable for tomorrow.
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