Document Workflows

Document workflows made simple: automate approvals, reviews, acknowledgements, and signatures with Folderit, the most user-friendly document management system in the world.

This is how you can choose which document workflow method you want to use and define the people in this workflow:

Fastest Task Completion Time of Any DMS

According to a Gartner test, Folderit offers the fastest workflow task completion in its class. Whether it’s a document for review, approval, signing, or acknowledgement, Folderit makes it happen — fast.

This is the view a decision-maker sees in an approval workflow. They can preview and download the file, read the custom note, and see who else is participating in the workflow. They can leave a comment, attach a file to their decision, and choose to approve, reject, or delegate the task to another user.

What You Can Do with Folderit Document Workflows

• Approval Workflows — Get formal approvals from individuals or groups. Ideal for invoices, contracts, policies, and more.
• Review Workflows — Have documents reviewed before further processing. Perfect for quality control and compliance.
• Acknowledgement Workflows — Request confirmation that a document has been read and understood.
• eSign Workflows (Folderit eSign) — Unlimited electronic signatures included in your plan. Need to use DocuSign? No problem — we support that too.

Smart, Flexible Setup Options

Start a workflow:

• 📄 Directly on any file with a click.
• 📁 On a folder — all new documents added will trigger workflows automatically.

(You can even email documents straight into these folders, knowing the folder address.)

Choose Your Document Workflow Type

• Parallel – All participants are invited at the same time.
• Serial – Each participant is invited only after the previous one completes their task.
• Custom – Lets you combine Parallel and Serial steps. For example, you can start with three people working in parallel, and once they’re done, move to the next step with a different group (or even a single person) who must be the final approver.

Share Full Context with Invitees

• Show document metadata like deadlines, categories, or project info if you choose.
• Show related items (supporting documents, references) for better decisions if you choose.

Anyone Can Participate

Whether inside or outside your organization:

• ✅ Registered users get full dashboard access to track, manage, and review all tasks.
• ✅ Non-registered users can participate securely via email.
• ✅ All workflow history is logged and auditable.

For Admins: Total Document Workflow Oversight

• See all pending workflows across your organization.
• Instantly know where and why something is stuck, and when it began.

Document Status Always Visible

Every document shows its current workflow status in folder view, with clear status icons:

A document can go through all document workflow methods in one flow. This document for example is both signed and acknowledged, as indicated by the icons:

Smart Workflow Summaries

Rejected or approved files can become PDFs with workflow summaries. The original document stays untouched.

• Add updated versions to restart the flow if something is rejected.
• Summary pages include:
  • Timestamped decisions
  • Comments
  • Delegations
• Download:
  • Full document + summary pages
  • Just the summaries
  • Or the original file only

Delegation & Vacation Mode

• Not the right person for the task? Delegate it to someone else.
• Going on vacation? Set your away period and assign a workflow deputy from your profile.

Ready to streamline your document workflows?

👉 Try Folderit — with unlimited built-in approval and eSigning, the fastest task completion, and zero frustration.