OWLS Share
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File storage for businesses and their partners

Share files and projects – with clear permissions, operated in Germany.

OWLS Share replaces SharePoint and OneDrive for your team and your external partners: workspaces, project folders, guest access, Office in the browser and on the desktop – all stored encrypted.

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Data centres in Germany Encrypted storage Word, Excel, PowerPoint in the browser and on the desktop
Access denied Who can actuallysee what? Ticket #4711Share folder with partner waiting for3 days now No access …Could you justemail it to me? Plan_final_v3.pdf Plan_final_v3_NEW.pdf Create the projectmyself Invite the partner –with an expiry date DESecure, inGermany OWLS Share FilesProjectsSharesRecycle bin Projects + New project New project Elm Street new build Template: Construction ▾ Create Elm Street new build 01 Design02 Contracts03 Photos04 Handover Permissions applied Project team · Manage Invite guest Carter Architects Edit ▾ until 31 Mar Invite Your code:482 913 WGround_floor.docx ✓ Version 2 saved stored encrypted · Germany March31 Access · Elm Street new build Project teamManage Carter Architects (guest)until 31 Mar ended Log: guest access ended automatically No IT ticket Clear permissions Guests with expiry Encrypted in Germany All in OWLS Share – hosted in Germany. No IT ticket Clear permissions Guests with expiry Encrypted in Germany All in OWLS Share.

ProblemNew project, external partner – and everything depends on IT. Files bounce around by email and nobody knows who can see what.

WishAll Emma really wants: to set up the project herself, invite the partner with an expiry date – and stay secure.

ProjectWith OWLS Share she creates the project herself: folders from the template, permissions included – no ticket to IT.

PartnerTom from the architects gets guest access with an expiry date, signs in with an emailed code and works straight in Word – every save a new version.

ResultOn 31 March the guest access ends by itself – and it is logged. Emma keeps the overview, IT stays free.

Workspaces and project folders with your own columns such as status or trade – organised the way your team works.

Sample data. Screens simplified.

Why switch

What bothers many people about SharePoint – and how we do it

Often todayWith OWLS Share
Permissions spread across groups, sites and inheritance – hardly anyone knows who can see what. Six clear levels from “Manage” to “View only”, and for every person the answer to “Why does she have access?”.
External guests need their own account with the provider or linger in the directory for years. Guests sign in with an emailed code. Every guest account must have an expiry date.
Creating project folders and inviting outsiders has to go through IT. The “Create projects” level: your team creates projects from templates and invites partners itself.
Your files sit with a provider outside the EU. Operated by OWLS Data Factory GmbH in Berlin, with servers and storage in Germany.
Features

Everything your team needs for files

Available today – not a promise for later.

Home page & favourites available

After signing in, everyone sees what matters right now: recently used, favourites, newly shared with me, guest access about to expire. Create new Word, Excel and PowerPoint files or a project in one click.

Workspaces & project folders available

Workspaces for departments, projects or clients. Project folders from templates in one click – structure and permissions included. More than 20 ready-made templates by industry, your own templates from any folder.

Clear permissions available

Groups, six levels, inheritance per folder. An access overview and “Why does … have access?” for every person.

Guests & sharing available

Guest accounts with expiry dates, links with password and deadline, file requests and logged downloads. Share pages show your logo instead of ours.

Office in the browser and on the desktop available

Co-edit in the browser (ONLYOFFICE). “Open in Office” and a network drive for Word, Excel and PowerPoint – every save a new version. “Save copy as” right in the editor; new documents in your document language.

Search that thinks along available

Results while you type, even with typos. Finds text in PDF and Office files, in photos and scans – and numbers such as case or part numbers in the middle of a document. Filter by type, date and your own columns.

Uploads, versions & recycle bin available

Upload whole folders by drag & drop – the structure stays intact. Thumbnails for photos, PDF and Office files. Up to 50 versions per file, a recycle bin for 30 days, uploads resume after an interruption.

Ready to go in an hour available

A wizard guides you through setup: logo, industry, matching workspaces in one click, invite employees from a list, connect the network drive. Plus tips by email in the first week and help behind every “?”.

Users & audit log in your hands available

Invite employees, change roles, block access – without asking us. In the audit log, owners, admins and auditors see who did what and when, with filters; in the Enterprise plan as a CSV export with checksum.

How a project runs

From a new project to a guest who leaves again

01

Create the project from a template

The project manager sets up “Elm Street new build” herself – no ticket to IT. Her group has the “Create projects” level for exactly that.

02

Folders and permissions are there at once

The template brings the folder structure and the group permissions with it. Who has access is shown right alongside.

03

Invite the architects as guests

An email invitation with the “Edit” level and an expiry date. The practice needs no account of its own – they sign in with a code sent by email.

04

Upload and edit drawings

The practice uploads drawings and edits documents in Word or in the browser. Every file is virus-scanned, every save becomes a new version.

05

Expiry date reached – access ends

On the end date the guest account closes automatically. The files stay in the project and every access stays logged. Need more time? Extend with one click.

Security & data protection

Your data stays your data

Hosted in Germany

Servers at Contabo, file storage at Hetzner in Falkenstein. A data processing agreement under Art. 28 GDPR.

Stored encrypted

Every file with its own key (AES-256-GCM), every company with its own key. The storage provider only ever sees encrypted data.

Separate tenants

Separation between companies is enforced in the database and tested automatically. Our operations team does not see your content.

Virus scanning & audit log

Every file up to 1 GB is scanned on upload. A tamper-proof log records access and changes – your admins and auditors can view it themselves.

Two-factor sign-in

Sign-in with an authenticator app can be switched on for your team. Guests sign in with a code sent by email.

Text recognition on our own servers

Text in photos and scans is recognised by an AI model running on our servers in Germany. Your documents are not sent to any external service for this.

Switching

Moving from SharePoint and OneDrive

The setup wizard suggests workspaces for your industry, and you upload entire folder structures by drag & drop. Enterprise customers can book a setup session on request.

  • Network drive on Windows and macOSavailable
  • “Open in Office” for Word, Excel and PowerPointavailable
  • Sync app for Windows and macOSplanned
  • Import from Microsoft 365 with permissions and versionsplanned
  • Sign-in with Microsoft Entra ID or Googleplanned
  • Office add-ins for Word, Excel, PowerPoint and Outlookplanned
  • Mobile appplanned
Pricing

Priced per user, storage shared by everyone

Three plans, paid yearly or monthly. Guests cost nothing extra and storage is shared across the whole company.

Basis

For small teams that want to share safely.

€4.90per user / month, plus VATbilled yearly
Request a quote
  • from 3 users
  • 50 GB storage per user, shared company-wide
  • 2 guests per user
  • Audit log 90 days
  • Email support

Business

recommended

For companies that work with many partners.

€8.90per user / month, plus VATbilled yearly
Request a quote
  • from 5 users
  • 250 GB storage per user, shared company-wide
  • Unlimited guests (fair use)
  • Full-text search with OCR
  • Your own logo and branded emails
  • Audit log 1 year
  • Priority support

Enterprise

For larger organisations with compliance duties.

€13.90per user / month, plus VATbilled yearly
Request a quote
  • from 25 users
  • 500 GB storage per user, shared company-wide
  • Unlimited guests
  • Everything in Business
  • Audit log 3 years and export (CSV)
  • SLA · onboarding session on request (extra charge, not included)
  • Single sign-on (Entra ID / Google)planned
  • Migration from Microsoft 365planned

In every plan: files, versions, recycle bin, virus scanning, ONLYOFFICE, network drive and desktop Office. Guided setup: areas suggested for your industry, invite employees, connect the network drive. Guests do not count as users.

Extra storage: 500 GB for €7.90 / month Pilot offer: 12 months of Business at the Basis price(for a limited number of pilot customers)Ask about the pilot
FAQ

Frequently asked questions

Can we keep working with Word and Excel?

Yes – together in the browser (ONLYOFFICE) or in your installed Office app via “Open in Office” or the network drive. Every save becomes a new version.

Do our guests need an account?

No. Guests sign in with a code sent by email. Every guest account ends on a fixed date and can be extended if needed.

Where is our data?

In data centres in Germany (servers at Contabo, file storage at Hetzner in Falkenstein), stored encrypted.

Is it end-to-end encrypted?

No, and we say so openly: files are stored encrypted and our system manages the keys. That is what makes full-text search, virus scanning and Office in the browser possible. Our operations team still has no access to your content.

Are there limits for large files?

In the browser, large uploads resume after an interruption. Windows limits the network drive to 50 MB per file by default – we give your IT the right setting.

How is billing done?

Per user and month, paid yearly or monthly, plus VAT. Storage is shared across the whole company and guests cost nothing extra. More storage is available in 500 GB steps.

Can we sign up ourselves?

Not yet. Request a quote using the form – we activate your company, and then you set everything up yourself with the setup wizard.

How quickly can we get started?

Once activated, a wizard walks you through logo, industry, workspaces and invitations. Folders from your current drive are uploaded with their structure by drag & drop.

Is text in scans and photos recognised – and where?

Yes, automatically after upload, on our servers in Germany. You can then find the document via search, including by numbers in the text.

Contact

Talk to us

We will show you OWLS Share with your own folder structures and answer your questions in person – from Berlin.

service@owls-share.com OWLS Data Factory GmbH, Berlin
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