Replacing WeTransfer and Dropbox Transfer with Nextcloud File Drop

Why Organizations Are Abandoning WeTransfer and Dropbox Transfer

Every day, millions of professionals send files through WeTransfer and Dropbox Transfer without thinking twice about where those files actually go. A marketing team sends campaign assets to an agency. A law firm shares case documents with opposing counsel. A healthcare provider transmits patient records to a specialist. In every case, sensitive data passes through third-party servers that the sender neither controls nor audits.

For a growing number of organizations, this casual approach to file sharing has become untenable. The reasons extend beyond abstract privacy concerns into concrete business risks:

• Data sovereignty violations — Files uploaded to WeTransfer transit through servers in the United States and Europe. For organizations subject to GDPR, HIPAA, or industry-specific regulations, this creates compliance exposure that no terms-of-service agreement can fully mitigate.
• File size and retention limits — WeTransfer Free caps transfers at 2 GB and deletes files after 7 days. WeTransfer Pro raises the limit to 200 GB but still imposes storage quotas. Dropbox Transfer limits range from 100 MB (free) to 100 GB (Business). Organizations regularly hit these ceilings when sharing video assets, design files, or database exports.
• Per-user pricing that scales poorly — WeTransfer Pro costs $16/month per user. Dropbox Business starts at $15/user/month. A 25-person team pays $4,800-$5,000 annually for what is fundamentally a file upload service.
• No audit trail — When a compliance officer asks "who downloaded that file and when?", WeTransfer and Dropbox Transfer provide minimal forensic data. There are no integration points for SIEM platforms, no detailed access logs, and no ability to revoke access after the fact.
• Brand dilution — Every file your team sends through WeTransfer carries WeTransfer's branding, not yours. Recipients see WeTransfer's interface, WeTransfer's ads (on free tier), and WeTransfer's domain in the download link.

Nextcloud eliminates all of these issues by moving file sharing onto infrastructure you own. With Nextcloud's built-in sharing capabilities and File Drop feature, organizations can replicate and exceed every function of WeTransfer and Dropbox Transfer while maintaining complete control over their data.

Nextcloud File Sharing Capabilities Overview

Before diving into the File Drop feature specifically, it helps to understand the full scope of Nextcloud's file sharing architecture. Nextcloud provides three distinct sharing paradigms, each addressing a different use case:

Sending Files Out via Share Links

The most common file sharing scenario is distributing files to external recipients. Nextcloud handles this through public share links — URLs that grant access to a specific file or folder without requiring the recipient to have a Nextcloud account.

When you create a share link in Nextcloud, you control every aspect of the interaction:

• Password protection — Require recipients to enter a password before accessing the shared content. The password can be communicated through a separate channel (phone, SMS, encrypted email) for added security.
• Expiration dates — Set automatic link expiry after a specific date. Once expired, the link returns a 404 error and no data is accessible.
• Download prevention — For view-only sharing, disable the download button so recipients can preview documents in the browser without saving local copies.
• Hide download count — Optionally suppress download statistics from the sharing interface.
• Note to recipient — Attach a text message that displays on the share page, providing context or instructions.

This directly replaces the "send" function of WeTransfer. Instead of uploading files to a third-party service and generating a WeTransfer link, your team generates a link pointing to your own server. The file never leaves your infrastructure until the recipient downloads it.

Collecting Files In via File Drop

File Drop is Nextcloud's answer to "receive" workflows — scenarios where you need external parties to send files to you. This is the inverse of share links and maps directly to Dropbox Transfer's "file request" feature and WeTransfer's incoming transfer capability.

A File Drop folder is a special share link configured for upload-only access. Recipients who open the link see a clean upload interface where they can drag and drop files or browse to select them. Critically, recipients cannot see any files already in the folder — not their own uploads and not anyone else's. This makes File Drop ideal for:

• Collecting proposals from vendors who shouldn't see competing bids
• Receiving patient documents in HIPAA-compliant workflows
• Gathering signed contracts from clients
• Accepting creative deliverables from freelancers
• Collecting job applications and supporting documents

Internal Sharing and Distribution

Beyond external sharing, Nextcloud provides comprehensive internal file sharing through user-to-user shares, group shares, and shared folders with granular permission controls (read, write, reshare, delete). This replaces the internal collaboration features of Dropbox Business that many organizations use alongside Transfer.

Setting Up File Drop Folders

Configuring a File Drop folder in Nextcloud takes approximately two minutes. Here is the step-by-step process:

Step 1: Create the Target Folder

Navigate to your Nextcloud Files app and create a new folder that will serve as the collection point. Name it something descriptive — for example, Client-Submissions-Q1-2026 or RFP-Responses.

Step 2: Generate a Share Link

Click the sharing icon next to the folder, then click the + button under "Share link" to create a new public link. This generates a URL like https://cloud.yourcompany.com/s/Abc123XyZ.

Step 3: Set File Drop Permissions

In the share link settings, change the permission from the default "Read" to "File drop (upload only)". This is the critical step that transforms a regular shared folder into a File Drop endpoint. With this permission set, anyone with the link can upload files but cannot list, download, or delete any content in the folder.

Step 4: Configure Security Options

Apply additional security measures based on your requirements:

# Recommended share link settings for File Drop
Password protection: Enabled (set a strong password)
Expiration date: Set based on collection deadline
Note to recipient: "Upload your documents here. Files are encrypted in transit and at rest."

Step 5: Distribute the Link

Share the File Drop URL with recipients via email, embed it in a web page, or include it in project management tools. Recipients do not need a Nextcloud account — they simply open the link in any web browser.

Configuring Server-Wide Share Link Defaults

Nextcloud administrators can enforce organization-wide policies for all share links, including File Drop. Navigate to Administration Settings > Sharing to configure these defaults:

# /var/www/nextcloud/config/config.php additions for sharing policy
'sharing.enable_link_password_by_default' => true,
'sharing.enforce_password_for_public_links' => true,
'sharing.default_expiration_date_enabled' => true,
'sharing.default_expire_date' => 30,
'sharing.enforce_expire_date' => true,

These settings ensure that no employee can accidentally create an unprotected File Drop link. Every public share will require a password and automatically expire after the configured number of days. For organizations in regulated industries, these enforced defaults are essential for maintaining compliance posture. See our security hardening guide for a comprehensive set of server-level protections.

Enterprise Features That WeTransfer Cannot Match

While File Drop covers the core "receive files" use case, Nextcloud's enterprise features extend far beyond what any SaaS file transfer service offers. These capabilities transform Nextcloud from a simple file sharing tool into a governed, auditable document workflow platform.

Access Control Rules (File Access Control App)

Nextcloud's File Access Control app allows administrators to define rules that automatically restrict file operations based on conditions. For File Drop workflows, relevant rules include:

• Block uploads of specific file types — Prevent executable files (.exe, .bat, .sh) from being uploaded through File Drop, reducing the risk of malware submission.
• Restrict by IP range — Limit File Drop access to specific IP ranges, ensuring only authorized networks can upload files.
• Enforce file size limits — Reject uploads exceeding a maximum file size per File Drop folder.
• Time-based restrictions — Allow uploads only during business hours or within a specific date range.

# Example: Block executable uploads via File Access Control
Rule: IF file mimetype matches "application/x-executable"
      OR file extension matches "exe|bat|sh|ps1|cmd"
      THEN block access

Audit Logging

Every file operation in Nextcloud generates an audit log entry. For File Drop folders, this means you have a complete record of:

• When each file was uploaded
• The source IP address of the uploader
• The file name, size, and type
• When internal users accessed or downloaded the uploaded files
• Any share link modifications (password changes, expiry updates)

These logs can be forwarded to SIEM platforms (Splunk, Elastic, Graylog) via syslog integration, providing the forensic trail that regulated industries require. Law firms and financial services organizations, in particular, benefit from this level of file transfer auditability.

Flow Automation (Nextcloud Flow)

Nextcloud Flow lets you create automated workflows triggered by file events. When combined with File Drop, this enables powerful automation scenarios:

• Auto-tagging — Automatically tag uploaded files based on the destination folder, file type, or file name pattern. For example, tag all files uploaded to RFP-Responses with "RFP-2026-Q1".
• Notification dispatch — Send an email or Nextcloud Talk message to a designated team member whenever a new file appears in a File Drop folder.
• Virus scanning — Trigger ClamAV or a commercial antivirus scan on every uploaded file before it becomes accessible to internal users.
• File conversion — Automatically convert uploaded documents to PDF for archival or standardization purposes.
• Retention policies — Move uploaded files to an archive folder after a specified period, keeping the active File Drop folder clean.

Watermarking

Nextcloud's Secure View feature applies a dynamic watermark overlay to documents viewed through share links. The watermark displays the viewer's email address and a timestamp, creating a deterrent against unauthorized redistribution. While primarily used for outbound sharing (sending files out), watermarking is equally valuable when internal users view files collected through File Drop — it ensures accountability at every stage of the document lifecycle.

Branding and White-Labeling

One of the most immediately visible advantages of self-hosted Nextcloud over WeTransfer is complete brand control. The Nextcloud Theming app allows you to customize:

• Company logo — Displayed on the login page, File Drop upload page, and share link pages
• Color scheme — Primary and accent colors throughout the interface
• Custom URL — Use your own domain (cloud.yourcompany.com) instead of a third-party domain
• Footer text — Custom legal text or company information on all pages
• Background image — Custom background for the login and public share pages

When a client opens your File Drop link, they see your brand — your logo, your colors, your domain. This professional presentation builds trust and reinforces your organization's identity in a way that a generic WeTransfer page never can.

Performance Considerations for Large File Transfers

One area where WeTransfer has historically excelled is large file transfer performance. WeTransfer operates a global CDN optimized for high-throughput uploads and downloads. Can a self-hosted Nextcloud instance match this performance?

The answer depends primarily on your hosting infrastructure. On a properly configured server, Nextcloud handles large files efficiently:

Upload Chunking

Nextcloud automatically chunks large file uploads into smaller segments (default 10 MB chunks). This provides resilience against network interruptions — if a chunk fails, only that chunk needs to be retransmitted, not the entire file. Chunked uploads work transparently through the web interface and all Nextcloud clients.

PHP and Web Server Tuning

For large file uploads via File Drop, ensure your server configuration supports the expected file sizes:

# php.ini settings for large uploads
upload_max_filesize = 16G
post_max_size = 16G
max_input_time = 3600
max_execution_time = 3600
memory_limit = 512M

# Nginx settings (if using Nginx)
client_max_body_size 16G;
client_body_timeout 3600s;
proxy_read_timeout 3600s;
fastcgi_read_timeout 3600s;

Network Throughput

The bottleneck for large file transfers is almost always network bandwidth, not application performance. A MassiveGRID VPS with a 1 Gbps port delivers theoretical throughput of 125 MB/s — enough to transfer a 10 GB file in approximately 80 seconds. In practice, you can expect 80-100 MB/s sustained transfer rates, which matches or exceeds WeTransfer's upload speeds for most users.

For organizations that routinely transfer very large files (50 GB+), consider deploying Nextcloud on a Dedicated VPS with guaranteed bandwidth allocation to avoid any shared-resource contention.

Cost Comparison: WeTransfer Pro vs Self-Hosted Nextcloud

The financial case for replacing WeTransfer with Nextcloud becomes compelling at even small team sizes. Here is a detailed comparison for a 10-person team over three years:

The savings become more dramatic as team size grows. At 50 users, WeTransfer Pro costs $9,600/year while the self-hosted Nextcloud cost remains approximately $420/year — the same infrastructure serves 10 or 50 users without additional licensing fees. Over three years with 50 users, you save $27,540 compared to WeTransfer Pro.

And this comparison only accounts for file transfer functionality. Your Nextcloud instance simultaneously provides file sync and share, collaborative document editing (via Collabora or OnlyOffice), calendar, contacts, video calls (Nextcloud Talk), and project management (Nextcloud Deck) — replacing multiple SaaS subscriptions with a single platform.

Dropbox Transfer Comparison

Dropbox Transfer, available on Dropbox Professional ($16.58/month) and Business plans ($15/user/month), faces many of the same limitations as WeTransfer:

• Transfer size limits — 100 GB per transfer on Business plans, 2.5 GB on Professional
• 7-day default expiry — Transfers expire after 7 days by default (customizable on Business)
• Limited receiving capability — Dropbox Transfer is primarily for sending files, not receiving them. File requests exist but are less refined than Nextcloud File Drop
• Data residency restrictions — Dropbox stores data in AWS data centers. Customers cannot choose specific data center locations unless on Dropbox Enterprise tier
• Audit limitations — Transfer activity logs are basic compared to Nextcloud's comprehensive audit system

Nextcloud File Drop provides equivalent or superior functionality for receiving files, with the added benefit of complete data control, unlimited transfer sizes (bounded only by your storage), and zero per-user costs.

Real-World Implementation Patterns

Here are three common patterns organizations use when deploying Nextcloud File Drop as a WeTransfer replacement:

Pattern 1: Client Document Collection

Professional services firms (accounting, legal, consulting) create per-client File Drop folders. Each client receives a unique link for submitting documents. The firm's team can access all uploaded documents through the standard Nextcloud interface while clients see only the upload page. Flow automation notifies the assigned account manager when new documents arrive.

Pattern 2: Creative Asset Intake

Marketing departments and agencies set up File Drop folders for receiving creative assets from photographers, videographers, and designers. The large file support (with chunked uploads) handles high-resolution images and video files that would exceed WeTransfer's free tier limits. Automatic tagging via Flow categorizes incoming assets by project.

Pattern 3: Secure External Submission

Government agencies and healthcare organizations use password-protected File Drop links with IP restrictions and mandatory expiration dates for receiving sensitive documents. Combined with server-side encryption and audit logging, this creates a submission channel that satisfies regulatory requirements — something neither WeTransfer nor Dropbox Transfer can claim when data residency matters.

Migration Strategy

Transitioning from WeTransfer to Nextcloud File Drop is straightforward because there is no data migration required — WeTransfer does not store files long-term, and transfers expire automatically. The migration is purely a workflow change:

1. Deploy Nextcloud — Follow our production installation guide to set up Nextcloud on your infrastructure.
2. Configure sharing policies — Set organization-wide defaults for password requirements, expiry, and allowed share types.
3. Create File Drop templates — Set up standard File Drop folders for common use cases (client intake, creative submissions, HR documents).
4. Apply branding — Configure the Theming app with your organization's logo, colors, and domain.
5. Train users — The Nextcloud sharing interface is intuitive. Most users need only a brief walkthrough of creating share links and File Drop folders.
6. Update external communications — Replace WeTransfer links in email templates, client portals, and documentation with Nextcloud File Drop links.
7. Cancel WeTransfer subscriptions — Once the team has fully transitioned (typically 2-4 weeks), cancel the WeTransfer Pro subscription.

Making the Switch

Replacing WeTransfer and Dropbox Transfer with Nextcloud File Drop is one of the simplest, highest-impact changes an organization can make in its data governance posture. You gain complete control over file transfers, eliminate per-user licensing costs, maintain full audit trails, and present a professional branded experience to external parties.

The infrastructure requirements are modest — a single MassiveGRID Cloud VPS with 4 vCPUs, 8 GB RAM, and adequate storage handles File Drop for teams of any size. For organizations that want the functionality without the server management overhead, MassiveGRID's managed Nextcloud hosting provides a fully configured, optimized Nextcloud instance with File Drop ready to use from day one, backed by enterprise-grade infrastructure across multiple global data centers.

Stop sending your sensitive files through someone else's servers. Contact MassiveGRID to deploy your own Nextcloud instance and take control of every file that enters and leaves your organization.