November 12, 2024

What is MangoShare?

MangoShare is a cloud-based service that allows users to securely upload files, request files to be securely uploaded, and to obtain electronic signatures in documents. Files uploaded to MangoShare are stored securely on the MangoShare servers.

Unlike other secure file sharing services (or a client portal), MangoShare allows you to send and receive files and electronic signatures securely via email without PDFs. Its universal folder and document system can fit into almost any existing workflow, so you won’t have to go out of your way to keep important files safe.

MangoShare’s simple graphical interface makes it easy to use. Even non-tech savvy clients will quickly understand and be able to use your platform. With drag-and-drop functionality and straightforward icons, it’s a breeze to upload the correct documents in the right place to keep your project on track.

File Sharing, but Secure

Despite the challenges of encrypting sensitive files, you must secure client information at all times. It’s a huge responsibility to handle the data involved with an accounting workflow, and accountants face this task on a daily basis with every single client they work with when collaborating on projects.

Data breaches, hacked emails, and stolen identities have increased 50% or more every year for the past four years.

As an accounting firm, you manage highly sensitive information. The law requires that you adhere to standards in how you handle it. But you also can’t afford to make things difficult for your clients—that can create obstacles during time-sensitive tasks.

There’s nothing worse than taking a 10-minute phone call to walk your client through how to open up or download a document—especially during tax season when things are hectic for your firm.

When you use MangoShare, you don’t have to choose between security and ease of use.

At the end of the day, security is the law. You have to protect your client’s information both when sending documents and storing them. Even if you get written permission from your client to send it unsecured, you’re still breaking the law.

If you are emailing PII (Personally Identifiable Information), it needs to be secured. Give yourself and your clients peace of mind and implement secure file sharing for accountants.

MangoShare Features

Document Management

MangoShare delivers cloud-based document management for Mango Practice, as well as the ability to request documents, share files, and obtain eSignatures securely by email.

Each client’s folder allows you to granularly control which team members have access at every folder level. You also have complete control over folders to share in the client portal for your clients to have access.

Information about the Document Management feature can be found in the Document Management article for Mango Practice.

File Requests

Sending files via email is notoriously insecure; a data breach at any point along the path can disrupt or compromise information about your firm, clients, and partners. Many firms now rely on clients to supply their data on physical media, which means waiting for shipping or a client’s schedule.

MangoShare offers a better solution. Using a secure link, which you can send to your client via email, they can upload the requested data directly to the MangoShare servers. All data is encrypted and stored behind a certified firewall. This means you can access it immediately, while keeping you and your client’s data protected.

Information about the File Request feature can be found in the Requesting Files article.

Secure File Sharing

The traditional problem with file encryption is it’s not very user-friendly. Some clients your firm works with may not be comfortable with traditional file-sharing, let alone highly secure file-sharing. And although it sounds simple to say that you’ll help your clients understand encryption protocols and password-protected documents, this kind of approach is never as effective in the real world. Teaching technology concepts is complex and time-consuming, and your clients may not have the time or interest to dive deep into high-level technology training.

With MangoShare’s secure file-sharing and document management tools, you can keep your sensitive client information secure, compliant, usable, and accessible: from any device, at any location. And it’s simple to use. Mango’s secure file-sharing for accountants keeps you and your clients protected, without slowing down your normal workflows, improving customer satisfaction and internal operations.

Information about the Secure File Sharing feature can be found in the Sharing Files article.

Electronic Signature

We are all familiar with the old-fashioned way of requesting client signatures: Print. Sign. Scan. Repeat. After all of the hard work preparing the required forms, this seemingly simple process can lead to agonizing delays.

With MangoShare, requesting client signatures is quick and simple. You can get documents signed electronically by your clients at any time and from anywhere. You just upload the document, and your electronic signature request is delivered to your client to sign instantly.

Information about the eSignature feature can be found in the Requesting E-Signatures article.

Common Questions About MangoShare

What subscription options do I have for MangoShare?

MangoShare is available as a stand-alone subscription, and is available as part of the Pro tier of Mango Practice. You can store an unlimited number of documents as part of your subscription.

Electronic signatures are an optional feature in MangoShare, and require the purchase of envelopes from AssureSign. You can use MangoShare to send and receive files securely, even if you do not purchase any envelopes.

Are there other fees for using MangoShare?

There are no additional fees when using MangoShare to securely send and receive files. Free assistance is available from Mango Support. Setup and training is free, and generally takes about an hour.

Using MangoShare to receive electronic signatures requires the purchase of envelopes, which can be included in your subscription or purchased separately, as necessary.

What’s the safest way to share files using cloud services?

When implementing a private cloud service to send sensitive information, using a platform that requires users to log in or verify their identity is mandatory to ensure they have the correct permissions. MangoShare’s secure file-sharing and document management platform allows you to encrypt your client’s personally identifiable information (PII) while it’s being sent over the internet or stored securely.

How do I send files securely over the internet?

Do not use regular email for securely sharing your articles, files, and folders because that’s like opening windows to your client’s personal information. Accounting professionals must do a file transfer through an encrypted email or secure client portal platform for secure online file-sharing to protect from data breaches.

What is the most secure way to send sensitive information?

Sending PII (personally identifiable information) using methods that require a login or identity verification will provide the most secure way to send or receive files and limit who accesses them. MangoShare’s data security allows for secure cloud storage and fully encrypted data transfers.

Is file sharing safe?

File transfers and sharing can be safe if the correct precautions are taken. Sending a regular email with a file attached is not a safe way to send files. There is an entire market of secure file-sharing services with sets of security features, like public key cryptography and shared links, that allow you to send files securely. Using a private secure file-sharing platform will give you a safe way to optimize your efficiency without compromising security.

For accounting firms and CPAs, it is best to have your document management, file-sharing, client portal, and email communication done within a highly secure platform like Mango Practice.

What is the best way to send confidential documents?

Confidential documents need to be sent differently than regular documents. These documents must be secured with a login, password, or identity verification requirement for the recipient to achieve a compliant file-sharing solution. When using MangoShare, you can send files securely via email, without the use of a portal, while maintaining the strictest security standards.

Why should we use a secure link instead of just emailing the password protected file to the recipient?

Email messages are not secure. Anyone who can read an email can access any attachments, then attempt to open them at any time. Although adding a password to a document provides security, it requires additional steps to create, and the end user must also be provided with this password.

By contrast, a secure link allows you to eliminate casual readers from directly accessing the file. Adding a secret question is simple, and allows you to prompt for information the end user already knows. Additionally, each access is recorded, so you know exactly who has access to the file and when. If necessary, you can revoke access at any time.

How many signatures can we request?

You can optionally purchase a number of “envelopes” per MangoShare account. These envelopes are pooled and can be used by any member of the account.

Note: If you prefer, you can use MangoShare only for secure file sharing without purchasing any envelopes. Purchase of envelopes is not required.

What is an envelope?

An “envelope” refers to one signed document, regardless of the number of signature lines. For example, an accountant needs a client and a related party to sign a document. The given document has 15 places where the various parties need to sign. The document as a whole is considered one envelope.

Can we get additional envelopes if we use more than expected?

Envelopes are sold in batches of 200, generally as part of your monthly subscription. If you need additional envelopes, there is a small charge per additional envelope used that month (about $2/envelope).

Are files stored securely in MangoShare?

All documents are encrypted with the SHA-256 encryption algorithm used by the NSA to protect data transfers between your computer and the server. While your documents are at rest on the cloud server, all data is encrypted and stored behind a certified firewall.

Learn More

The following knowledge base articles contain additional information about MangoShare:

• Files Overview
• Overview of File Links
• Workspaces Overview