Digital Records Management Software
Manage documents and structured records together. Folderit combines digital forms, searchable metadata, approvals and retention settings in one place.
Build an incident register, organise employee records or keep contracts and their supporting files together. Your team can capture the information it needs, find the right record and see what happened to it over time.
Capture the information your records need
A useful record needs context: what it concerns, who is responsible and which dates matter. Folderit lets you store that information alongside files or collect it directly through an electronic form.
Create records with eForms
Build a reusable form with dates, dropdowns, user fields, required values and file attachments. Submitting it creates a structured record in the folder where the user opened the form. No separate Word document is needed to hold the data.
Set a record-name pattern using field values, such as an incident reference and department. Add important fields as folder columns so people can read key details without opening every record. See how eForms work.
Bring existing files and emails with you
Upload documents, save selected emails and attachments with the Outlook add-in, or activate a folder’s email import address for incoming files.
A scanner or another system that can email documents can use that address too. Choose the destination and configure its metadata, access and automation settings to suit the records you receive.
Use consistent fields across teams
Link compatible fields in different forms to the same existing metadata field. For example, a customer name from a contract form and a service-case form can appear in one shared folder column. Each record keeps its own value.
Choose that link when creating the field; giving two fields the same label does not connect them. Shared metadata makes cross-form lists and searches more useful.
Give records a reference number
Configure automatic numbering for documents or form records, with a sequence and date components. One form-numbering scheme can cover several form templates.
Numbering is separate from the displayed record-name pattern and is available on Medium and Tailor plans.
Find the right record and follow up on time
Search by what you know
Use search filters for a form type, department, customer, date or other metadata value. Add task filters when you need records associated with approvals or other workflow tasks.
Deep Search also searches indexed content in supported documents and scans, including PDF, DOCX, PNG and JPG. OCR accuracy depends on scan quality and language; XLSX content is not included in OCR content search.
Export search results with metadata to Excel or CSV. Results remain limited to the records the user has permission to access.
Turn record dates into reminders
Configure automated form reminders before or after a date field, with optional conditions and selected recipients. Rules can apply to existing records as well as new ones.
For example, send a reminder 30 days before a contract end date, only while its status is Active. Choose a user, group, email address or an eligible recipient field, and include record values in the message.
This makes deadlines part of the record’s setup instead of a separate diary someone must remember to maintain.
Define what happens when a retention period ends
Folderit keeps files indefinitely by default. With retention automation, available on Medium and Tailor plans, you choose the period, its starting date and the action to take.
- Choose the starting point.Use a relevant metadata date, such as creation, last modification or approval time, to determine when the retention countdown begins.
- Choose the end action.Move files to an archive folder, send them to the recycle bin or permanently delete them. Archiving can preserve the existing folder structure.
- Set the scope and exceptions.Apply settings to a folder and optionally its subfolders. Override inherited settings for individual files or folders where a different period is needed.
Show Retention end in the folder list and use Dashboard & Reports to see files approaching that date. Your organisation decides which retention periods and actions are appropriate; Folderit carries out the settings you configure.
Control access and keep the history connected
Choose who can do what
Share records with the people or groups who need them. Tailor’s custom permissions let you separate actions such as previewing, downloading, updating versions, sharing and deleting.
Dynamic watermarking is a separately purchased add-on. For deployment and protection details, see Folderit security and the on-premises option.
Keep decisions with the record
Use document workflows for review, approval, acknowledgement and signing. Set participants in parallel, serial or custom stages, and optionally move the item to another folder after successful completion.
Workflow details show participants, decisions, comments and timestamps. Choose the signing method and plan that fit your process.
Keep file versions together
Upload a replacement as a new file version to retain the earlier versions with shared metadata. The version list identifies the current file and shows which version a workflow task belongs to.
An approval on an earlier version does not mean the new version is approved. Send the revised file for its own approval when your process requires it.
Find and export activity history
Administrators can filter the global audit trail by date, user, scope and action—for example, to review downloads or deletions during a particular period.
Export the audit log as XLSX, ODS or CSV for review. This gives your team an activity record to examine alongside its own policies and procedures.
Start with one register your team uses every week
These are example configurations you can adapt to your organisation.
Incident register
Collect incident date, location, department, description, responsible person and photos. Make essential fields required, then filter by department or date when preparing a review.
Contract register
Record the counterparty, owner, status and end date, with the contract attached. Configure a renewal reminder and a numbering scheme so conversations refer to the same record.
Equipment records
Keep asset ID, location, responsible person and service dates in a form. An inspection form can use a Relation field to select an existing equipment record, connecting each inspection to its asset.
Start by agreeing on the fields, access and review dates for one record type. Test the setup with a few representative records before applying it across a department.
See how your records would work in Folderit
Bring an example register, form or retention process to a demo, or try building it yourself.
Compare plans and included features for your team.