Honor Health Network, a fast-growing network of community-oriented healthcare services, was up to its ears in paper. From patient forms to job applications, the company relied on physical folders storing paper documents, with chaotic results in content management, organization, and the allocation of office space.

That all changed when the company partnered with Jotform, a web-based form builder, and Egnyte, a provider of cloud-hosted content management software. Through the elegant integration of their two services, Jotform and Egnyte digitized Honor Health’s forms and cloud-enabled its workflows, streamlining operations for 10,000 users across countless offices and patient homes.

Challenge: Find a Digital Alternative for Messy Paper Workflows

Honor Health’s reliance on paper created numerous inefficiencies that caused the amount of time the team spent on document management to balloon. It also posed serious risks of document loss and threats to data integrity.

“To share documents among our different offices and home health aides, people would have to drive from place to place to pick up their files. Less tech-savvy staff members and patients would even print out forms, fill them out, and drive to their local library to fax them in,” explains Kayla S., Service Center Manager at Honor Health Network. “Then there’s the human error issue. Files would get lost. Offices would fill up with file cabinets containing documents that were often poorly organized. Missing or incorrect data would go undetected until the next audit. This forced us to spend valuable time chasing people down and correcting mistakes.”

It was clear that, to gain better control over their files and make better use of their time, Honor Health would need to digitize. However, not just any digital solution would suffice. “As a health network, a lot of our files contain people’s PHI, PII, and other highly sensitive data,” says Matt Koveleski, Director of IT at Honor Health. “We needed something cloud-based and secure, so that we could see and control who has access to what documents and so people wouldn’t have to rely on VPN connections to access data from other offices or patients’ homes.”

Solution: Digitize Forms with Jotform, Manage in Egnyte

Honor Health had previously implemented Egnyte’s cloud-based content management system as a replacement for a physical server the team was using for active directory. “We used to have to attach a SonicWall VPN client to home aides’ and office workers’ computers, and Egnyte freed us from that,” explains Koveleski. To digitize their forms, Honor Health kicked off a two-pronged plan that involved integrating Egnyte with Jotform. Jotform embeds forms directly into websites and apps for easy online submission, nullifying the need for paper forms. When a patient, staff member, or job applicant submits a form, Jotform automatically sends the submitted data into Egnyte, where it can be managed intuitively, securely, and efficiently.

“Jotform offers tons of features, like Jotform Tables and Approvals, that really reduce the time it takes people to fill out forms,” comments Kayla. “For example, conditional logic condenses forms based on the answers people enter. When someone enters their mailing address, they can check a box that says it’s the same as their home address, and the home address field disappears. The conditional logic feature can also automatically route an email based on the office of the form filler, which is huge.”

Jotform also enabled patients and aides to complete and submit forms remotely from their mobile devices — a major benefit for a company that largely provides care at patients’ homes rather than in the office. “People can access forms via a Jotform link without needing their own account or login, and fill them out on their personal devices,” Kayla explains. “That way, we don’t have to email forms for people to print out, complete, and fax back to us.”

Once forms are submitted, Egnyte organizes and displays them in a simple folder structure that appears on users’ desktops as a common mapped file drive. This made finding and accessing files easy — even for less tech-savvy users. “If someone wants to see how many people completed a form, they can find the form within Egnyte very quickly and easily,” says Kayla.

It wasn’t just easy to find and access files. Egnyte enabled team members to share files securely as well — a critical capability for a company that handles so much sensitive data. “With Egnyte, I can control exactly who has access to which folders, and disable access at any time,” explains Koveleski. “Egnyte also alerts me to anomalies, like someone accessing a file from outside the country or someone deleting large amounts of data. There are times when we need to provide someone, including third parties, access to PHI, so it’s great to have the visibility to ensure everything is handled properly.”

Benefits: The IT Workflow Necessary for Successful Acquisitions

Since integrating Egnyte and Jotform, Honor Health Network has created efficiencies that have improved the user experience for patients and employees alike. As Kayla puts it: “The office staff is happier because they don’t have to spend time searching through file cabinets for a particular file or chasing people down to correct mistakes. Home aides are happier because it’s much easier to get forms completed and submitted. And the simple folder structure Egnyte provides means we don’t have to give everyone extra training on navigating the backend of Jotform to find files.”

The team has also enjoyed the peace of mind that all stakeholders are able to manage files securely. “Egnyte and Jotform Enterprise in combination are such a powerful force for improving our workflows,” says Koveleski. “Egnyte’s Secure and Govern features help us manage how content is shared, and Jotform’s HIPAA-specific forms allow us to keep tabs on exactly where sensitive HIPAA information is stored. Things are fast, easy, and secure across the board.”

The new workflow has even helped facilitate Honor Health’s continued growth by accelerating the process of applying for jobs there. “Applying to work with us previously involved filling out and signing each individual form in a 20-page packet,” Kayla says. “Now that it’s digitized in Jotform Enterprise, all someone has to do is enter a piece of information once and it replicates across every form where that information is needed. After it’s submitted, Egnyte makes it easy for HR to organize and access each person’s application materials.”

The Honor Health team expects the integrated solution to be a major part of their workflow going forward. “I loved Egnyte right when I saw it, and our CEO did too,” Koveleski says. “And Jotform Enterprise has been absolutely indispensable. Putting the two together is all we could ever ask for.”

Cybersecurity and content governance are paramount when managing a city –something the government of Fullerton, a city in Southern California with over 140,000 residents, understands well.

After switching from an on-premises file server to Egnyte’s cloud-hosted system, the City has gained critical visibility into the content lifecycle, with the assurance that sensitive data stored across various city departments is restricted to the proper stakeholders.

Challenge: Strengthen Data Security with Cloud Technology

Like any city government, the City of Fullerton is responsible for managing and safeguarding a wealth of highly sensitive information. “The City’s databases include people’s PII, HIPAA data, payment card, industry data, and more,” says Marty Miller, Chief Technology Officer at Glass Box Technology, an IT provider hired by the City. “As just one example, the Police Department regularly gets involved with subpoenas, which involve a lot of personal information.”

To store this information, the City was using an on-premises Windows file server that lacked critical features around security and governance. Miller’s team wanted more confidence in their ability to track the City’s data or share it with internal and external parties securely. “Our goal is to understand, across various city departments and external stakeholders, when sensitive data has been loaded onto the platform, where exactly it’s stored, and who has access,” explains Miller. “The legacy system didn’t give us this information. It also didn’t have any sort of content controls to prevent inappropriate disclosure.”

To gain the level of control necessary to maintain a strong security posture, all signs pointed to the cloud. Miller’s team began reviewing cloud-based alternatives to their on-premises server, including Dropbox and OneDrive, but none of them met the team’s needs. “In each system we looked at, the controls we needed were either lacking or required complex rule-writing to set up,” Miller says.

Solution: Replace On-Premises File Server with Egnyte

The team began looking into Egnyte, focusing specifically on Egnyte’s sensitive data and anomaly detection capabilities. “Our question was: Do we have information in our environment that shouldn’t be there, like credit card numbers or social security numbers?” says Miller.

To find out, the team moved a subset of their data into Egnyte and ran Egnyte’s sensitive data and anomaly detection features against it. The system quickly found numerous instances of the kind of data Miller was looking for, indicated who had uploaded that data and when, and displayed a measurement of the City’s risk level based on the findings. “That was proof that Egnyte could give us the visibility we wanted,” Miller explains.

With the success of the test run, the team decided Egnyte would be the perfect cloud-hosted replacement for their on-premises server. Miller describes implementing the system and migrating data to the new environment as stress-free. “The implementation was really straightforward. It took maybe four weeks to prep, and just a week to migrate the entire organization.”

Once the system was in place, Glass Box brought in Aaron Fry to serve as Chief Technology Officer and oversee IT operations citywide. Fry was immediately impressed with Egnyte’s capabilities not just in sensitive data and anomaly detection, but in ransomware detection as well. “If someone moves or deletes a large number of files, or if there’s a ransomware signal, not only does an alert appear on our dashboard, but our security team gets a notification,” Fry explains. “Those alerts automatically feed into our help desk ticketing system so the team can track and investigate.”

Secure content sharing was another critical capability that set Egnyte apart. Egnyte allowed the team to provision access to specific files and folders to specific individuals, or to set access permissions based on parameters such as role or title. The team could then share files to the appropriate stakeholders via secure links or by sending invitations to collaborate. “Egnyte provides a really simple process for external sharing,” Miller explains. “We just have to set up an external folder and make the appropriate person the owner of that folder, which enables them to invite others to collaborate securely on the documents.”

Benefits: Clear Oversight and Control over Sensitive Content

With its data in the cloud, where it’s subject to Egnyte’s Secure and Govern features and access controls, the City has gained confidence that its environment is safe and properly managed. “We can now find and remove prohibited data from the system in a heartbeat. And if we see other sensitive and protected data in the system, we don’t fret,” Miller says. “We can see exactly where it is and who put it there and know that we have the security features in place to make sure only the right people have access.”

The improvement over their old on-premises system is stark. “Without a properly configured, sanctioned, centralized tool like Egnyte, and the content controls and Secure and Govern features it offers, there would be much less security in the way people store and share content,” comments Fry. “Egnyte gives us the confidence that City workers can access files from various devices, share them internally and externally, and meet the needs of a modern workplace, all without compromising on security.”

“People can even conduct these workflows outside of the office,” adds Miller. “If a Department Head or someone from the Police Department is out with an iPad, they can just hit their Okta dashboard, click the tile, and access their data in Egnyte.”

For the workers’ part, their experience with Egnyte has been purely positive. “There was no resistance from the team. Egnyte feels more modern to them than what they were using before, and they appreciate that,” says Miller. “Police, Fire, HR, City Manager’s Office, Parks and Rec, and lots of other departments are all using it. It’s part of their day-to-day and they enjoy working with it.”

Egnyte has proven so reliable that Fry and Miller are now looking to establish it with the State of California as a trusted system – that is, one that can store and preserve the content loaded into it with no unauthorized alteration of the source files. This would allow the City to free up space currently dedicated to storing paper documents. “It’s a testament to the level of control Egnyte gives us over the integrity of our data, as well as the ability to know that everything we need is right where it should be,” says Fry. “It’s truly invaluable.”

Lionakis is a multidisciplinary firm specializing in architecture, engineering, planning, and interiors. Founded in 1909 by California’s first State Architect, the firm takes on large projects for private and public-sector clients.

To provide these clients with top-tier services, it’s critical for Lionakis to maintain a high level of workforce efficiency, business continuity, and content security. The firm achieves these goals with Egnyte’s cloud-based content management system. Egnyte enables Lionakis to meet faster project timelines, strengthening the firm’s reputation as a leader in its field.

Challenge: Cloud-Enable Content Management Workflow

Prior to Egnyte, the team used an on-premises Windows server to store, manage, and collaborate on project-related files. But the lack of cloud functionality impeded their workflows and posed significant risk in several areas:

• Disaster recovery
  As an AEC firm, Lionakis is constantly interacting with clients, consultants, and contractors. These conversations yield significant plan changes and time-sensitive decisions. If a natural disaster were to knock the Windows server offline, work would grind to a halt. “We’ll have a whole construction crew who can’t move forward until they hear from us about a new directive stored on a file on the server. If we can’t access those files, we could lose over a month of work,” explains Matthew Onken, IT Director at Lionakis. “That could do real reputational damage.”
• Remote collaboration
  Lionakis’s workforce is dispersed across offices and construction sites throughout California. To minimize project delays, it was critical that team members be able to communicate across geographies and access files in the field as efficiently as possible. “The Windows server turned field visits into a slog. There was a ton of latency, and folks had to rely on VPNs to access the files they needed,” says Onken. “An architect would have to photograph a jobsite on their phone, return to the office, plug in the phone, download the photo, and load it into the network. All of that, just to get one photo cataloged.”
• Onboarding acquired firms
  Acquisitions are a core pillar of Lionakis’s growth strategy. Each time a company is acquired, it needs to be integrated into Lionakis’s file sharing ecosystem–a process that was slow and clunky with the Windows file server. “We needed a better way to get acquired companies’ files onto our network,” Onken says.

Solution: Move Data from the Local Windows Server to Egnyte

Onken looked into the Egnyte cloud platform, and quickly determined it would be the ideal partner for Lionakis in its cloud enablement journey. “I liked Egnyte right away. It was easy to use, had a well-designed interface with great features, and could process large files really quickly and smoothly,” Onken says. That ease of use made for an incredibly smooth implementation process. “I wish all new technologies were as easy to implement as Egnyte,” comments Kristina Williams, Director of Design Technology at Lionakis. “We had excellent support, no headaches, and everything just worked great.”

Working with Egnyte’s Professional Services, the team started migrating data from their on-premises server into Egnyte. “We migrated 16 terabytes of data in less than two weeks, with no missing data,” says Onken. From there, managing and collaborating on files of all sizes and types became exponentially easier. “Our designers loved that they could work on large Adobe Creative Suite files directly through the Egnyte drive,” Onken says. “It’s amazing how well the system performed, especially over long distances, considering the size of these files.”

By empowering the team to store, manage, and collaborate on files in the cloud instead of locally, Egnyte paved the way for efficient, uninterrupted workflows, regardless of any unforeseen events or physical distances among their dispersed stakeholders. “When we load files into Egnyte, they go straight to the cloud, so even if our local technology is disabled, our team can still access their files and keep working,” explains Onken. “And architects at remote construction sites can load and access files instantly–no VPN necessary.” Egnyte’s disaster recovery abilities extended beyond natural occurrences like floods or fires. As Onken says: “I was impressed with Egnyte’s data governance tools and ability to recover from ransomware attacks, which you don’t often see on a typical local file server.”

Lionakis uses multiple technology products, and so it was critical that Egnyte work well with the rest of its stack. “Our team really appreciated Egnyte’s third-party integration capabilities, particularly with Microsoft Office,” says Onken. “And Revit worksharing for files outside of BIM 360 and Autodesk Construction Cloud on Egnyte has been seamless.” Egnyte’s Storage Sync product enabled the team to cloud-enable their workflows in Newforma, a critical software partner that often doesn’t work well with cloud-hosted file management systems. “Storage Sync allowed us to sync our files down from the cloud and present them just like a Windows SMB file server would, so Newforma could work with it,” says Onken. “People could store files in Egnyte and have them indexed in Newforma. That’s unique among cloud-based content management products I’ve seen.”

Benefits: Disruption-Free Content Workflows Powered by the Cloud

Thanks to the efficiency and business continuity Egnyte has facilitated, clients know that working with Lionakis means faster services and no unpleasant surprises. “Egnyte has unlocked tons of time savings that add up to condensed project timelines. That strengthens our competitive advantage,” says Onken. “It used to take forever for people in satellite offices to open PDFs shared from our local server in Sacramento, but with Egnyte, it’s instantaneous. And we don’t have to waste time connecting to VPNs just to do our work.”

Field architects and designers can now upload photos and other documents to the system in seconds without having to return to the office–a new efficiency that benefits stakeholders in other areas such as design. “We love the rapid photo upload feature from mobile phones directly to our mapped drives,” Williams says. “Egnyte has enabled us to move 100% of our design production files to the cloud.”

Onken’s disaster recovery concerns have all but vanished in the wake of the team’s switch to Egnyte. He now has confidence that neither disaster nor human error can significantly impede the team’s ability to move projects forward. “I’m sleeping much easier now that I know work can continue even in the event of a flood or fire,” Onken says. “Even if someone accidentally deletes an important file, I can just use Egnyte’s search tool to find and restore it.”

Egnyte’s Storage Sync product, in addition to solving the Newforma issue, has facilitated the acquisitions that are so central to Lionakis’s growth. “When we acquire a company, we no longer have to fret about how we’re going to connect all the different networks,” explains Onken. “Storage Sync gives us an easy answer. We can use it to capture all the data from the acquired firm and sync it right up to Egnyte.”

Lionakis CFO Andy Deeble is seeing tremendous business value. "More than ever, to effectively serve our clients and fulfill project requirements, our teams need to work effectively across multiple locations. The flexibility Egnyte provides our business is foundational to maintaining connectivity across the firm and eliminating geographic constraints as we pursue our growth objectives.

Looking ahead, Onken plans to keep educating the team on the myriad ways Egnyte can enhance their workflows. “Egnyte does so much,” Onken says. “There’s always more to discover.”

Sila Services, a mid-sized HVAC, plumbing, and electrical company, has a strong record of attracting high-value capital investments to elevate their business. After the private equity firm Dubin Clark acquired the company in 2019, Sila boosted its valuation through the acquisition of several additional companies.

Engaging in mergers and acquisitions at this level requires a tremendous amount of due diligence involving extensive review of documentation, from legal, to environmental, to HR. Guided by their managed services provider, Network Coverage, Sila leveraged Egnyte to develop an easy, cost-effective, and secure workflow for the exchange of acquisition data.

Challenge: Inefficient Data Exchange Imperils Acquisition

Steve Zimmerman worked as Chief Information Officer for several platform companies owned by Dubin Clark until the acquisition of Sila Services, at which point he was put in charge of IT at Sila as CIO. With experience both in IT and private equity, he knows how critical – and challenging – the due diligence process is ahead of an acquisition.

“We’ve purchased 21 companies. In each case, we had to review their IT platform, payroll info, financial statements, and myriad other documents spread across Word docs, Excel spreadsheets, PowerPoint decks, you name it,” Zimmerman explains. “When we first began making these acquisitions, we had to pay to access this information through a secure data room provided by a third party. Doing this for each acquisition would have been cost-prohibitive.

To bypass the third-party data rooms, the team tried using VPNs to connect each acquired company’s file server and directory to Sila’s Citrix instance. But this created headaches of its own: “To adjust access permissions to a document, we’d have to go through cumbersome, time-consuming manual processes like writing a Group Policy Object,” says Dustin Krauss, Director of Service Operations at Network Coverage.

This permissions issue was critical. “There’s a lot of scrutiny around security during acquisitions,” Zimmerman explains. “We’re dealing, potentially, with people’s personal health and financial information. Plus, companies typically want to be discreet about their ongoing acquisition activity.”

Solution: Build a Secure Portal for Exchanging Data in Egnyte

The Sila Services and Network Coverage teams evaluated Egnyte’s content management system, conducted a rigorous cost-benefit analysis, and concluded that Egnyte was ideal for facilitating communication in M&A situations. “Several of our clients already used Egnyte,” Krauss says. “So I’d seen how effective it is for file sharing and collaboration.”

Zimmerman struck a similar note regarding Network Coverage: “Dubin Clark had had successful experiences with Network Coverage at several of our subsidiaries. I knew I could trust their IT recommendations at Sila.”

Sila set up Egnyte as a secure, centralized, cloud-based data portal where the variety of stakeholders in an acquisition can quickly upload and review all the information. “The portal served as the go-to place for parent companies and subsidiaries, as well as attorneys and auditors, to load and review documents,” says Zimmerman.

The team programmed the Egnyte system to send real-time email notifications to internal and external stakeholders each time someone uploaded a relevant document for review. This allowed everyone to stay apprised of developments during the acquisition. As Zimmerman explains: “Our partners want to see progress. An acquisition can take months to complete, and these alerts help move the review process along. If, say, a document indicates a company carries high insurance costs and thus calls the acquisition into question, we want that document to be seen sooner than later.”

After uploading the data, Sila leveraged Egnyte’s granular access permissions functionality to keep that data secure and ensure that only the proper stakeholders can access it. As Zimmerman explains: “I can give someone access to a particular document, but limit that access to a specific folder or set of folders within a data room, rather than an all-or-nothing situation.” This allowed Sila to further engage in M&A activity while maintaining the proper guardrails around sensitive personal and proprietary information.

All the while, the Egnyte platform has offered an intuitive user experience – a major benefit for less tech-savvy users. “Once we built the portal, all we had to do was send out invitations to people we wanted to give access to,” says Zimmerman. “And Egnyte makes it easy for individuals of all IT skill levels to upload all sorts of data.”

Benefits: The IT Workflow Necessary for Successful Acquisitions

Egnyte has empowered Sila to ensure that all of their information is well-organized and secure, which is critical for successful M&A. “Parent companies want to know where all of the information is stored, whether it’s secure, and how it’s broken down,” says Zimmerman. “With Egnyte, we were able to store all our data safely within a single set of repositories in the Egnyte environment, instead of some information existing on one server, some on another, and some in the cloud.”

“When companies get acquired and then acquire others, they need to integrate as fast as humanly possible,” adds Eric Tomah, Chief Information Officer at Network Coverage. “Leveraging Egnyte’s SaaS-based platform has made the integration effectively seamless for Sila.”

Zimmerman places Network Coverage at the heart of Sila’s IT success story: “Our IT environment across a number of acquired companies, as well as our IT corporate platform, is managed by Network Coverage, and we would not have partnered with them if we weren’t certain they could get the job done. As we expand across multiple geographies, Network Coverage supports that expansion seamlessly.”

Since implementing Egnyte, Sila’s use of the Egnyte platform has grown to cover virtually their entire portfolio. “Thousands of individuals have received invitations to load documentation into the Egnyte portal and have never faced difficulties in doing so,” says Zimmerman. “The data is encrypted, secure, and has never been compromised.”

Tomah looks back on how far the team has come: “The secure portal we helped Sila build with Egnyte is now the primary engine running their acquisition services. It’s a huge win for everyone involved.”