Features
Everything ArchiviOnline.it does
The complete list, area by area, with one sentence per feature and its availability in the three plans. Antivirus, file versions and full-text search are included in all of them.
How to read it
- Included included in the plan.
- On request switched on on request, at no extra cost.
- Module plan module: added when you need it.
- Paid add-on optional paid service.
- Not available not available in that plan.
Files and folders
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| Uploading files and foldersBring files and whole folders into the archive from the browser, even by drag and drop; large files travel in pieces and resume if the connection drops. | Included | Included | Included |
| PreviewsView images, PDFs, text, audio and video in the browser, without downloading them. | Included | Included | Included |
| Word, Excel and PowerPoint previewsOffice and OpenDocument files can be viewed in the browser too; previews are made on our servers, with no external services. | Included | Included | Included |
| Search by nameFind files and folders by name; everyone sees only the files they can access. | Included | Included | Included |
| Text recognition and full-text searchThe service reads the text inside documents and scans, so you find them by the words they contain. | Included | Included | Included |
| Labels, favourites and recentTag files with labels and quickly find your favourites and the files you worked on recently. | Included | Included | Included |
| Signed files (.p7m) and e-invoicesOpening a .p7m shows the document and who signed it; e-invoices display like a normal invoice. The validity of the signature is not checked. | Included | Included | Included |
| TrashDeleted files go to the trash, where you can recover them. | Included | Included | Included |
| WorkspacesShared areas where a group of colleagues works on the same files, each with their own role. | Not available | Included | Included |
Sharing
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| Shared linksLet people without an account view or download a file, with password, expiry, download limit, view-only mode and an alert on every opening. | Included | Included | Included |
| Link access logFor every link you see when it was opened or downloaded. | Included | Included | Included |
| WatermarkPDFs and images opened from a link show the viewer’s name, date and time, to discourage copies; the original is untouched. Included in every version: whoever creates the link switches it on, or it becomes mandatory for every link. | Included | Included | Included |
| Sharing with colleaguesGive a colleague access to a file or folder: view, download or edit. | Not available | Included | Included |
| Shared by meA list of all your links and shares, so you can revoke them; a monthly reminder lists those active for more than 90 days. | Included | Included | Included |
| Document requestsAsk anyone, even without an account, to upload documents into one of your folders with a link, with expiry, password and an alert when they arrive. | Module | Module | Module |
Security and access
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| Two-step verificationBesides the password you need a code from an authenticator app. In Business the organisation can make it mandatory; in the Public sector plan it is already mandatory at handover. | Included | Included | Included |
| PasskeysSign in with fingerprint, face or device PIN, without a password. | Included | Included | Included |
| Security alerts by emailAlerts you when someone signs in from a new device, a computer is connected or the password or email change. | Included | Included | Included |
| Devices and sessionsSee connected browsers and computers and close one session or all the others. | Included | Included | Included |
| Access from your network onlyThe organisation can restrict access to its own network, with exceptions for people working outside. | Not available | Included | Included |
| Antivirus on every fileEvery uploaded file is checked before it is stored, and stored files are checked again over time; an infected file is quarantined. | Included | Included | Included |
| Documents with macros and dangerous file typesDocuments with macros are flagged and can be blocked; programs and scripts cannot be uploaded. | Included | Included | Included |
| Encryption of stored filesFiles and versions are stored encrypted, with one key per organisation or account. The keys are kept by the provider. | Included | Included | Included |
| No external servicesDocuments never leave our servers to be analysed or previewed. | Included | Included | Included |
| Transparent support accessIf support needs to enter your account, they give a reason, stay at most 30 minutes, notify you and everything is logged. | Included | Included | Included |
Data protection and ransomware
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| Alert on mass changesIf your account suddenly produces a huge number of changes, the archive alerts you and the administrators, also by email. | Included | Included | Included |
| App safety pauseIf files on the computer look like they are under ransomware attack, the app stops uploading, so the online copy stays clean. | Included | Included | Included |
| Confirmation of mass deletionsIf you delete or move many files at once on the computer, the app asks for confirmation before syncing it. | Included | Included | Included |
| Lost computer: remote wipeFrom the website you disconnect a computer and have its synced files deleted as soon as it reconnects; online files stay intact. | Included | Included | Included |
| My activityEveryone sees their own activity for the last 90 days. | Included | Included | Included |
Versions and restore
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| Previous file versionsWhen a file changes, the previous version is kept: download it or go back (by default 10 versions for 30 days). | Included | Included | Included |
| Restore to a dateBring files, folders or the whole archive back to how they were at a date and time, for example after a mistake or ransomware; you see the changes first. | Module | Module | Module |
| Trash from the app tooThe trash can also be opened from the desktop app, to recover deleted files. | Included | Included | Included |
Workflows
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| ApprovalsAsk colleagues to approve a file or folder, with comments and mentions, and see who decided what. | Not available | Module | Module |
| Document requestsCollect documents from customers and suppliers with an upload link. | Module | Module | Module |
| DeadlinesReminders in the app and by email for contracts, certificates and policies about to expire. Just a reminder: it does not protect or delete the file. | Module | Module | Module |
| DossiersGroup the documents of a case or project into a dossier, without moving them, ordered by a classification scheme. | Not available | Module | Module |
| Classification scheme and metadataA classification scheme with retention periods and document metadata following the AgID Guidelines, inside dossiers. | Not available | Module | Module |
Email and PEC
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| Email and PEC archivingConnect a mailbox (IMAP, PEC, Gmail, Google Workspace and Microsoft 365) and its messages are copied into the archive with attachments; the mailbox does not change. | Module | Module | Module |
| Linked PEC receiptsAcceptance and delivery receipts link automatically to the message, which shows whether the PEC was delivered. | Module | Module | Module |
| Organisation mailboxesThe administrator connects the official PEC mailbox, assigns it to a workspace and decides who can connect mailboxes. | Not available | Module | Module |
Records registration and management for public bodies
Helps you manage electronic records registration (protocollo informatico). The daily register must be handed to the entity’s preservation provider: the preservation required by Italian law (conservazione a norma) is not included.
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| Records registrationEvery incoming, outgoing or internal document gets a number and date, with no gaps or duplicates, and a history of changes. | Not available | Not available | Module |
| Registering and sending PECAn incoming PEC becomes a pre-filled registration; outgoing registrations are sent from the entity’s PEC mailbox. | Not available | Not available | Module |
| Protocol markA PDF copy with number and date, and registration data readable by other administrations’ systems. | Not available | Not available | Module |
| Daily and emergency registerEvery night the previous day’s register as PDF/A, ready for the preservation provider; an emergency register when needed. | Not available | Not available | Module |
| Registers, areas and unitsSeparate registers with their own numbering, organisational areas and units with protocol roles. | Not available | Not available | Module |
| Draft records management manualA draft generated from the configuration, editable and exportable; the entity adapts and adopts it. | Not available | Not available | Module |
Retention and legal hold
This is not the preservation required by Italian law (conservazione a norma): that requires a qualified provider.
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| Retention rulesA folder’s files are kept for the set time and cannot be deleted before then. | Not available | Included | Included |
| End of retentionSet until when a file must be kept and what happens on that date. | Not available | Included | Included |
| Legal holdPrevents a file from being deleted until it is lifted, for example during a dispute. | Not available | Included | Included |
Administration and logs
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| Organisation administratorCreates and suspends users within those purchased, assigns space per person and manages workspaces and security. | Not available | Included | Included |
| Overview and chartsSpace over time with an estimate of when it runs out, space per person, active users and connected computers. | Not available | Included | Included |
| Log of all operationsSign-ins, uploads, shares and deletions in a hash-chained log that reveals changes and deletions, kept for 24 months. | Included | Included | Included |
| Organisation activity logThe administrator sees who did what, when and from which device. | Not available | Included | Included |
| Organisation brandingYour logo in the app, in emails and on the shared link page. | Not available | Included | Included |
| NotificationsNotices in the app and by email; everyone chooses what to receive. | Included | Included | Included |
| Italian and EnglishEveryone picks the language and time zone; dates and numbers follow the language. | Included | Included | Included |
| Built-in guideEveryone sees the part of the guide that concerns them; “How does it work?” on every page opens the right article. | Included | Included | Included |
| Data processing agreementThe administrator downloads the agreement (GDPR art. 28) as a PDF with the organisation’s details. | Not available | Included | Included |
| Copy of your dataOn request, a zip archive with your files to download. | Included | Included | Included |
App for Windows, macOS and Linux
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| Folder syncA folder on your computer stays in step with the archive both ways. | Included | Included | Included |
| Windows, macOS and LinuxFor Windows 10 and 11, macOS (Apple and Intel) and Linux (AppImage, .deb, .rpm). | Included | Included | Included |
| Selective syncChoose which folders to keep on the computer; the others stay online only. | Included | Included | Included |
| Workspaces and shared folders on the computerEach workspace has its own folder; folders shared by colleagues are read-only. | Not available | Included | Included |
| Conflicts without data lossIf the same file changes in two places, you keep both versions. | Included | Included | Included |
| Signed updatesThe app only installs updates signed by the provider. | Included | Included | Included |
Plesk extension
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| ArchiviOnline.it BackupA Plesk server’s backups (server, resellers, customers, subscriptions) go to your archive, with schedules and restore from Plesk. | Included | Included | Included |
| Backups on your computer tooIf you choose so, the backup folder can also be on computers with the app, read-only. | Included | Included | Included |
Optional services
| Feature | Personal | Business | Public sector |
|---|---|---|---|
| Mirror copy to external storageA second copy of the files, with the same folders, on S3 or FTP storage, ours or another provider’s. | Not available | Paid add-on | Paid add-on |
| Assisted migrationWe move the files from your old archive; if it is very large, you send us a disk and we load it in the datacentre. | Not available | Paid add-on | Paid add-on |
| More space and usersSpace and users can be expanded when needed, from the customer area. | Paid add-on | Paid add-on | Paid add-on |
What is not included, plainly
ArchiviOnline.it does not provide the preservation required by Italian law (conservazione a norma), does not apply digital signatures, electronic seals or time stamps, and has no phone app: on phones and tablets you use the browser.
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