File transfers are common and often critical to business operations. At least, it’d take businesses a lot longer to get anything done if inventory orders went through the mail. Fortunately, instead of waiting for mail carriers, we can send important documents to business partners at the speed of light — almost.
Besides the limits of physics, there are a few things slowing our file transfers down:
- Manual handoffs
- Manual maintenance
- Network latency
- Packet loss
We’ll take a look at how automation can drastically reduce at least those first two hurdles.
When to automate file transfer workflows
As with any automation project, the first step is considering what to automate. The best way to do this is by listing your manual, day-to-day tasks and then ordering that list by how much time each week is spent on each task. Then, approximate how long each task will take to automate.
The goal of this exercise is to determine if and when you have sufficient reason to automate existing file transfer workflows. You want to automate when existing manual tasks are taking too much of your time.
But this doesn’t mean you should wait for manual tasks to take up X amount of your time. Having the right tools can make it fairly easy to automate rules-based file transfer workflows so that new tasks and workflows can be automated as you’re onboarding a new trading partner or initiating a new business process. We’ll cover thatbelow.
Automating a workflow as you create it reduces technical debt that you’ll otherwise have to deal with later down the road.
The more you’re able to reduce manual touchpoints, the more scalable and flexible your file transfer environment will become. Many organizations are seeing an increase in the need for file transfers as more processes become digitized, especially for remote work file sharing.
Automating new and existing workflows will make it easier to meet business needs by reducing the manual tasks needed to manage an expanding file transfer environment. At the same time, it will reduce delays from manual handoffs and human error.
How to automate your file transfers
Traditionally, IT teams have relied on custom scripting and command lines to schedule or automate tasks for FTP servers. Writing scripts offers lots of flexibility, so long as you have the time. But as file transfer environments grow, relying on PowerShell becomes a hassle. Trading partners rely on different EDI tools, and your organization relies on a variety of platforms, so writing scripts for each new change isn’t enough to keep pace with business.
The alternative, then, is to use automation software. Some SFTP vendors offer scheduling and automation, while native job schedulers (Windows Task Scheduler, Cron) usually include some basic file movements and transfer functionality. Most managed file transfer solutions do as well, albeit with more features and capabilities, enabling you to automate a wider range of tasks and string those tasks into longer-running processes.
Automated file transfer tools are almost always programmatic, using building blocks to abstract away the underlying code. This makes it easier for users to assemble workflows that can trigger file uploads, notify users, update file names and much more.
There are typically two ways to set up your automation: You can schedule tasks or implement event triggers. For example, if you have invoices to send at the close of each business day, it might make sense to schedule a transfer to move files from a specified directory and send them to the corresponding trading partner(s).
Generally speaking, if a transfer or task is repeated at routine intervals (every hour, twice a day, every day or every week), it probably makes sense to schedule that transfer to run on its own.
In other cases, automatic file transfers might be more sporadic — for example, receiving patient information. To cut down on the time it takes for an insurance company to process a patient’s claim, it probably makes sense to set up event triggers, so that as soon as a patient’s file is added to a directory, it is encrypted and sent to insurance.
Features of an automated file transfer solution
An ideal solution goes beyond simple file transfer capabilities, offering enterprise-grade features that enhance security, integration and automation. Let’s dive into the essential components that make a file transfer solution robust and scalable for large organizations.
Enterprise-grade architecture and data security
First, it should be built on an enterprise-grade architecture that ensures data security, resilience and scalability. This includes essential features like disaster recovery, load balancing and high availability, which collectively support the continuity and performance of file transfers even under peak loads or unexpected system failures. These elements are critical for enterprises where data is a lifeline and downtime is not an option.
Your solution should also meet rigorous industry certifications, such as ISO 27001, SOX, PCI, HIPAA, GDPR and SOC 2 Type I, to ensure compliance with regulatory standards. Such certifications are often mandatory for industries like healthcare, finance and retail, where data handling and privacy are paramount.
Furthermore, data security measures, including encryption, multi-factor authentication, access controls and comprehensive audit trails will provide you with the necessary tools to protect sensitive information and meet compliance requirements.
Options for deployment and integration
Flexibility in deployment options is another key feature of a robust file transfer software platform. Organizations may have unique needs that require either SaaS or on-premises deployments, and an ideal solution should offer both to fit diverse IT infrastructures. If you’re seeking to streamline and unify your automation processes, native integration with a workload automation solution allows for seamless orchestration of file transfers alongside other business-critical workflows.
Cloud integrations are essential for connecting directly with popular cloud storage providers like Google Cloud, IBM Cloud, AWS, Microsoft Azure, Dropbox and Box. With direct cloud connectivity, you can more easily synchronize and manage data flows across environments, ensuring smoother operations. Real-time monitoring adds another layer of control, enabling your IT team to track transfer statuses, resolve issues proactively and maintain uninterrupted data flows.
Robust automation capabilities
Advanced no-code/low-code workflow automation capabilities will empower users to configure and schedule file transfer operations easily, leveraging a built-in library of templates and actions. This flexibility enables your organization to handle complex workflows and meet specific file transfer requirements without the need for extensive development resources.
A versatile file transfer solution should also support a range of file transfer protocols, such as AS2, OFTP2, AFTP, FTP/S, SFTP, HTTP/S and WebDAV and enable the mapping of network storage to virtual directories. A REST API will enable you to integrate your file transfer operations with other platforms, automate application configurations and customize workflows to meet your specific business needs.
Extract, transform, load (ETL) features can be invaluable in allowing data transformation from various sources into standardized formats such as JSON, XML, CSV and database formats. Data compatibility across systems is key.
Top managed file transfer (MFT) solutions
There are many options for file transfer software. Here, we’ve compiled the top features of some popular MFT solutions.
JSCAPE by Redwood
JSCAPE is a comprehensive MFT solution that enables you to automate, secure and manage your file transfers across multiple platforms and protocols.
- Advanced security features: Built-in encryption, role-based access controls and multi-factor authentication
- Automated failover and load balancing: Continuous availability and high performance even under heavy load
- Centralized management console: A single point of control for all file transfers and workflows
- ETL and data transformation: Tools to transform data into common formats like JSON, XML and CSV
- Extensive auditing and compliance tools: Supports compliance with regulations like HIPAA, SOX and PCI DSS
- Integration-ready: Integrates seamlessly with enterprise applications, including ERP and CRM systems and workload automation solutions like ActiveBatch
- Multiple deployment options: Available as on-premises, hybrid or fully cloud-based to fit different IT infrastructures
- Real-time monitoring and alerts: Visibility into all file transfers, with alerts for potential issues or disruptions
- REST API and SDK support: Enables developers to extend functionality and integrate JSCAPE with custom applications or workflows
- Wide range of protocols: Including AS2, FTP/S, SFTP, HTTP/S and more
Explore how JSCAPE complements ActiveBatch.
Axway
Axway’s MFT solution provides a secure and compliant environment for handling complex file transfers, with a focus on visibility and governance.
- Comprehensive data governance: Enables strict control over data movement and storage
- Flexible deployment: Available as a cloud-based, on-premises or hybrid solution
- Range of integrations: Integrates with key business applications and cloud services
- Real-time tracking and monitoring: End-to-end visibility and monitoring of all transfers
- Secure file sharing and collaboration: Encrypted file sharing
Crush FTP
Crush FTP offers a flexible, user-friendly platform for secure file transfers, with features designed for small to mid-sized enterprises.
- Built-in security controls: Encryption, password policies and IP whitelisting
- Cross-platform support: Runs on multiple operating systems, including Windows, macOS and Linux
- High-speed file transfers: Optimized for performance, offering fast file uploads and downloads
- Monitoring and notifications: Allows administrators to monitor transfers and receive alerts for any issues
- Simple user interface: Drag-and-drop functionality
Fortra’s GoAnywhere MFT
Fortra’s GoAnywhere MFT is designed to simplify and secure file transfer processes for enterprises, with a focus on automation and integration.
- Automated workflows: Drag-and-drop workflow automation tools
- Centralized administration: A web-based interface for configuring and monitoring
- Extensive compliance support: Helps meet regulatory requirements like HIPAA, PCI DSS and GDPR
- Multiple protocols: Supports FTP/S, SFTP, HTTP/S and AS2, among others
- Secure file encryption: AES, OpenPGP and SSL encryption
MOVEit
MOVEit is an MFT solution focused on secure file transfer and collaboration with robust data protection features.
- Comprehensive audit logging: Detailed tracking and logging of all file transfer activity
- End-to-end encryption: Ensures data is encrypted during transfer and at rest
- Flexible deployment models: Available as on-premises, cloud or hybrid
- Role-based permissions: Allows administrators to define permissions based on roles
- Scalability: Designed to handle high-volume file transfers
Orchestrating your file transfer automation
Managed file transfer software, custom scripts and SFTP servers allow varying degrees of control and flexibility when automating transfers. One of the drawbacks of these tools is that many cannot readily integrate with other applications or systems, or they may only handle limited file transfer protocols. This makes it more difficult to manage high-volume transfers across platforms.
Some MFT vendors offer platform-independent solutions that can be deployed on-premises or in the cloud, with REST API adapters that can quickly integrate virtually any application (SaaS). This enables users to stay ahead of business requirements, but more importantly, it helps IT teams break down silos. Instead of different departments or office locations using separate file transfer software, they can use a single MFT tool to automate file transfers regardless of operating system.
Today, vendors are bringing together enterprise workload automation and file transfer tools in bi-directional integrations that make it easy to orchestrate secure file transfers with all your IT and business processes. ActiveBatch by Redwood and JSCAPE by Redwood are one example of this.
With ActiveBatch as your workload automation solution and JSCAPE for MFT, you can execute all of your automated workflows faster and with zero hiccups. Integrating seamlessly, they’re the ideal pair for secure and efficient file movement while supporting complex, end-to-end workflows across your entire environment, regardless of infrastructure.
Learn why ActiveBatch and JSCAPE are a powerhouse combination.
File transfer automation FAQs
Automated file transfer refers to a system that manages the scheduled or triggered movement of files between different systems or users, both within an organization or externally with trading partners. This technology is designed to automate the transfer process, ensuring that files are moved securely and efficiently without manual intervention. It is commonly utilized for repetitive, high-volume transfers, allowing organizations to focus on other critical operations and enhancing overall productivity.
Automate and coordinate enterprise file transfers and EDI with secure, reliable managed file transfer software.
Automated data transfer utilizes automation tools to efficiently move large files securely between endpoints. This process, often managed by MFT solutions like JSCAPE by Redwood, replaces manual processes with automated workflows. These systems ensure data security through protocols like Secure FTP, SSH and SSL and maintain compliance with regulations like HIPAA through detailed audit logs and authentication measures. Features such as scalability and notifications enhance the system’s capability and user experience.
Automate data transfers and file transfer processes with secure file transfer automation so you can have confidence that your sensitive data is being shared securely with guaranteed delivery and progress visibility.
Secure file transfer protocol (SFTP) can be automated to streamline file transfer processes, especially in scenarios involving sensitive data and regulatory compliance. Automation is achieved through the use of batch files, which can schedule and execute file transfer activities automatically, providing an end-to-end solution that enhances efficiency and reliability.
Automating SFTP offers robust audit trails, ensuring that all file transfers are documented, which is crucial for compliance with various regulations. This capability is particularly valuable in use cases where high availability and the secure handling of sensitive information are priorities. Additionally, automating SFTP helps optimize the pricing of file transfer operations by reducing the need for manual oversight and increasing the speed of data exchanges.
Learn more about secure file transfers, including best practices, protocols and tools.
Managed file transfer (MFT) is an overarching platform that provides automation of multiple file transfer protocols. It provides robust automation functionality, including the ability to securely manage file transfers across multiple systems. It supports the transfer of FTP, SFTP, FTP/S, AS2, HTTP/S, OFTP2 and more. Secure file transfer protocol (SFTP) is one type of file transfer protocol and can be automated using a managed file transfer platform.
Learn more about the difference between MFT and SFTP and which protocol is best for your organization.
