The Challenge

Inconsistent Performance from Legacy Tools

Gray previously relied on a combination of GoAnywhere and Video Ship for content distribution. As contracts came up for renewal, station IT teams expressed frustration with reliability issues and the lack of flexibility for mixed workflows, including:

• Complex Video Distribution Workflows: Video content is uploaded by a few centralized users but must be downloaded across all 130+ stations. While most stations leverage SFTP and run automated scripts, others require simple, non-technical options such as inboxes and share links. Supporting both advanced automation and ease of use for external partners was essential.
• Granular Permission Management: Gray’s IT teams needed station-specific permission controls. Using OneLogin for SSO, they wanted administrators at each station to manage user access for internal staff, advertisers, and external contributors, without risking cross-station visibility of sensitive content.
• User Management Limitations: CBS7, a Gray station, highlighted pain points where IT Managers could not fully administer user accounts. Major advertisers needed isolated access, but limitations in user-level controls caused administrative overhead and security concerns.
• Storage and Retention: With upload peaks on broadcast-heavy days and terabytes of storage in use, Gray required a platform that could handle large file volumes, while supporting cleanup and retention policies such as CBS7’s 30-day video retention window.

The Files.com Solution

Files.com delivered the centralized, cloud-native platform Gray Television needed to streamline video distribution in order to keep up with:

• Secure, Automated Transfers: Stations use SFTP and API integrations to automate downloads, ensuring fast and reliable delivery of programs and commercials.
• Flexible Submission Options: External contributors like churches and advertisers use Files.com inboxes and share links, making it easy to submit content without requiring technical expertise.
• Granular Permissions with SSO: OneLogin integration ensures seamless authentication, while group-based permissions give station IT teams fine-grained control over internal, external, and advertiser access.
• Delegated User Management: IT Managers at each station can create and manage external users directly, assigning access to only the directories they require, while retaining auditability and security.
• Scalable Storage and Retention: Files.com provides terabytes of scalable storage with the flexibility to enforce 30-day retention policies and reduce unnecessary storage overhead.

The Results

Operational Reliability with Files.com

Gray replaced its legacy systems with Files.com, ensuring that every program and commercial is distributed to all 130+ stations securely, on time, and with minimal manual intervention. Thanks to Files, Gray has enjoyed:

• Improved IT Efficiency: Station IT Managers now have the autonomy to provision users and manage permissions without relying on centralized corporate teams, reducing bottlenecks and administrative delays.
• Stronger Security and Compliance: Granular permissions, encryption in transit and at rest, and detailed audit logs ensure compliance while protecting sensitive commercial and advertiser content.
• Flexibility for All Users: Files.com bridges the gap between highly technical workflows and external, non-technical contributors, enabling automation for station IT teams while keeping content submission simple for advertisers and partners.
• Scalability for Growth: With bandwidth and storage capacity to meet peak demand, Gray can scale video distribution nationwide while retaining the flexibility to expand API-driven automation in the future.