Connect Folderit to Zapier

Connect Folderit to thousands of applications with Folderit DMS on Zapier. Automate document intake, file and folder operations, metadata updates, approvals, workflows, notifications, and advanced API processes. The integration is publicly available; an invite code is not required.

Start with a ready-made Zap template

The setup links below currently open named Zapier recipe pages. After copying a recipe, connect your own accounts, choose folders and destinations, review every mapped field, and test with non-sensitive data while the Zap is disabled. A recipe page alone does not confirm that your copied settings or accounts are ready. Turn the Zap on only after checking the actual result. Depending on the apps and number of steps, a paid Zapier plan or a separate provider subscription may be required.

Template availability checked 29 October 2026: Some older recipe links now redirect to general integration pages instead of opening the named recipe. Those links are listed separately under Other recipe links and assisted setup; they are not ready-made setup options.

Organize CRM and customer-service documents

Before enabling: After copying a CRM template, review every mapped field and confirm that each value comes from the intended earlier step. Connect your own accounts and run a disabled, non-sensitive test that creates or reuses the expected Folderit folder. For Salesforce, also verify that the link is written to the same case. Contact Folderit if a copied mapping is missing or points to the wrong step.

Create or reuse a document folder for each new HubSpot deal, HubSpot ticket, or Salesforce case. These templates use the source record ID to keep folder paths consistent and reuse a matching folder on later runs. Use one writer for the folder structure; simultaneous runs can still create duplicate folders.

The Salesforce template also writes the private Folderit folder link back to the same case. Create a dedicated Case URL field named Folderit Folder URL with API name Folderit_Folder_URL__c, or remap the final step to an existing dedicated URL field. Choose the Folderit parent folder during setup. A saved link does not grant document access.

Create employee document folders from Workday

Create or reuse an employee folder in Folderit when an employee appears in Workday’s active-worker query. This template creates folders only: it does not copy employee documents, write to Workday, or change Folderit permissions.

Connect your own Workday and Folderit accounts, confirm Workday WQL access and employee eligibility, set the source tenant, and choose a restricted Folderit parent folder. Use one writer for this folder structure and test while the Zap is disabled. The query covers the latest 100 active-worker results; it is not a bulk backfill or a guarantee that every hire will be captured at high volume.

Notify Teams about workflow requests

Send a Teams notification when Folderit reports a new workflow request. Choose the Folderit source, Teams destination, and recipients during setup. Review the mapped document, method, recipient, and time fields, then verify the message with a non-sensitive request before enabling.

Folderit triggers poll periodically; notification timing depends on your Zapier plan. A task or audit event being returned does not guarantee that a downstream message was delivered, so check the receiving channel during testing.

Import new Google Drive files

Import new Google Drive files into the Folderit folder you select. Review the source file input, source identifier, name, MIME type, timestamps, and destination before testing.

This is event-driven intake, not a full two-way folder synchronisation or a historical migration. Check the import safety guidance below, including existing Folderit automatic workflows, before creating a test document.

Notify and track new Folderit files

Send a notification to email, Slack, or Microsoft Teams when a new file appears, or add its details to a Google Sheets row. Configure the monitored folder and the receiving destination yourself.

Other recipe links and assisted setup

The following named recipe links redirected to general integration pages when checked on 29 October 2026. They are retained as references, but do not currently open the advertised guided setup. Contact Folderit for the current setup options, or build a workflow using the public app events below. Keep any existing copies disabled until their source fields, filters, destinations, and results have been checked.

See all Folderit DMS integrations on Zapier to build another workflow. If a template does not match your process, use the Folderit triggers, actions, and searches below to build your own.

Before you start

• A Zapier account and a Folderit account with API access. Folderit API access is available with the Tailor plan. See API access information.
• Your Folderit API Client ID and Client Secret, plus the Account UID when needed. A new connection can select one accessible account automatically; enter the intended UID when several accounts are accessible. Ask your Folderit administrator if you do not have these details.
• The destination or monitored Folderit folder. When a step shows a folder selector, browse or search the folders available to the connected account. If a field asks for a Folderit Root UID, enter the folder UID—not the Account UID or folder name.

Connect your Folderit account

1. Open Folderit DMS in Zapier and create a workflow, called a Zap.
2. Select Folderit DMS as the app for a step and choose the event you need.
3. Choose the option to connect an account. Enter the Client ID and Client Secret from the same Folderit deployment. A new connection can select a single accessible account automatically; enter the intended Account UID when several accounts are accessible. Standard-cloud users leave the optional API and browser URLs blank. For a supported single-tenant deployment, enter its actual API/API-documentation URL and browser/sign-in URL.
4. Complete the connection test. Use an account that has access to the folders your automation needs.

Enter your Client Secret only in the account connection form. Do not put it in a workflow’s content, file metadata, or support message.

What you can automate with Folderit DMS

Folderit DMS for Zapier provides fourteen triggers and thirty-eight guided actions and searches. You can monitor files, folders, versions, workflow tasks, workflow responses, and selected record events; browse, read, search, import, download, version, move, duplicate, tag, lock, share, and update records; work with typed metadata, reminders, eForms, related records, task attachments, and workflow status; create validated Folderit tasks; start Folderit workflows and approval requests; and use a guarded API action for documented account-scoped endpoints. Folder fields that show a selector let you browse or search folders available to the connected account. Some advanced fields still require a Folderit UID.

Triggers

Actions and searches

Reconcile events and inspect governance

Use Reconcile Events for a controlled catch-up read. For an initial time-only window, set From within the last 30 days and leave both audit cursors blank. For later reads, clear From and use either the returned numeric audit ID or audit UID, not both. Maximum Results, Maximum Pages, and Page Size bound each read. Save the returned cursor only after your downstream handling succeeds, and continue while Window Complete is false. This action does not itself provide exactly-once downstream writes.

Governance Event polls the audit feed permitted to the connected account, then filters the selected event families and optional record UID. It observes supported signing, retention, and document-language events; it does not sign, purge, set legal holds, or change retention. Inspect Permissions reports only supported permission flags for that same connection; an omitted flag is not proof that access is denied.

List Field Copy Jobs monitors existing field-value-copy batches only, not every background job in Folderit. Status and results require a real batch ID. Empty history is not evidence that a job has completed. The read action never submits or retries a copy job.

Choose a polling scope

Folder and record selectors store exact UIDs. The optional Browse Records in Folder field limits the selection list to immediate children; it does not change the exact record watched. Select a currently attached metadata field by name or use Custom mode with a removed field’s shared definition UID for audit history. Document-date mode requires Folder UID and a blank Record UID; reminder mode requires Record UID and a blank Folder UID. Keep the catch-up window longer than the polling interval. An incomplete page scan or access error is a failed read, not an empty success.

Monitor record activity without raw API calls

Use Record Event when the automation should react to several kinds of document or folder activity, such as a rename, move, metadata change, tag change, share change, recycle, or restore. Use the focused New Folderit File, New Folder, or New File Version trigger when the Zap needs one specific event family and simpler outputs.

Folderit triggers are polling triggers, so delivery timing follows the polling interval of the user’s Zapier plan. Stable event and record identifiers allow Zapier to suppress an unchanged event on later polls. Event scans and enrichment are bounded to protect the connected account from unbounded API work.

Read and search Folderit without changing records

Use Get Record Details for a known Folderit UID, List Folder Contents to inspect one folder, Find Record for a simple lookup, and Advanced Search Records when several filters are needed. Use Get Audit Trail for recent activity rather than for the current record state.

These operations respect the permissions of the connected Folderit account. A link returned by Zapier does not grant access: the person opening it must already have the required Folderit permission.

Permission-safe no-match behavior

Folderit may intentionally return the same access-denied response for an unavailable record and a record the connected user may not view. Exact read/search operations therefore treat the documented permission-indistinguishable 403 or 404 response as no match where appropriate, without exposing sensitive record existence. Other authorization, validation, rate-limit, and server errors remain visible failures so the Zap does not silently continue with incomplete data.

Control documents with safe, verifiable operations

Use Duplicate Record when a Zap needs a governed working copy or a reusable folder structure. The action keeps higher-risk options such as workflows, shares, reminders, and relations off unless the Zap author explicitly enables them. Use Manage Tags and Update Typed Metadata for exact, structured classification without guessing names or creating incompatible fields.

For collaboration, Create or Update Share and Create or Update Public Link require explicit access choices and verify the resulting state. Revoke Share targets one exact resource and share UID and requires typed confirmation. A returned Folderit link or share never bypasses Folderit’s access controls.

Use Lock or Unlock File to coordinate edits without silently taking over another user’s lock. Use List File Versions before or after Add File Version when a Zap needs a verified version history. Use Create or Update Reminder and List Reminders for bounded, record-scoped follow-up with explicit date, time-zone, and recipient inputs where supported.

These operations use the permissions of the connected Folderit account. Mutations validate current state before writing and read the result back afterward. A Zap should branch on the returned result instead of assuming that a requested change succeeded.

Automate workflows, tasks, and eForms

Use Workflow Event for a single, auditable trigger across supported task events. Select only the event types the Zap needs and scope it to one record when possible. It is a polling trigger, so delivery timing follows the polling interval of the user’s Zapier plan. The returned audit UID stays stable for an unchanged event, so Zapier can deduplicate it during normal polling. Check the receiving step when testing; stable IDs do not guarantee exactly-once downstream effects.

Use Find Workflow Request for a visible task and Get Workflow Status for the progress of a workflow on a specific record. Use Create General Task when the Zap needs to assign a validated acknowledgement, approval, signature, feedback, or other supported task to an exact recipient. Folderit can reject a repeated recipient/method combination; the action surfaces that conflict and does not create a duplicate.

For structured records, select the form in Create eForm Record or Update eForm Record to load named fields. Values are validated against the form’s exact field UIDs and types. Updates offer Leave unchanged, Set value, and explicit Clear value; Advanced JSON remains available for complex values and existing configurations. List eForm Types exposes exact type and field UIDs when needed. Find eForm Record reads one exact or filtered record, Manage Related Records maintains exact record links without deleting either record, and List Task Attachments returns safe attachment metadata only.

Use Request Field Completion to ask one recipient to finish selected eForm fields. Editable fields must also be visible. A due date is informational; an automatic timeout discards the request when reached. Check the returned settings and task status before retrying an uncertain result.

These operations use the connected Folderit account’s permissions. Mutations make at most one write attempt and verify exact identities or values. Keep the Zap disabled while testing, use disposable non-sensitive data, and branch on the returned result instead of assuming a task or record change succeeded.

Safety and current boundaries

• Workflow Event is a polling trigger, not an instant webhook. Its interval depends on the user’s Zapier plan.
• Task, workflow, eForm, relation, and attachment reads expose only data available to the connected Folderit user.
• General-task creation rejects ambiguous outcomes instead of replaying the mutation and risking a duplicate.
• eForm writes require exact type and field UIDs and reject unsupported or incompatible field structures before writing.
• Relation management never deletes either record.
• Task attachments are metadata-only; signed download URLs and recipient-response secrets are not exposed.
• Preset execution, task clarification/delegation responses, workflow approve/reject actions, individual eForm deletion, and task-attachment upload are not included because safe authenticated/reversible API contracts have not been verified.
• Send API Request remains an expert escape hatch. Prefer guided operations for validation, normalized output, bounded work, and safer defaults.

Start an automation when a new file is added

1. Choose Folderit DMS and the New Folderit File event as the first step.
2. Connect your Folderit account.
3. Enter the folder identifier in Folderit Root UID.
4. Set Include files in subfolders? to True if you also want files from folders beneath the selected folder. Leave it False to monitor only that folder.
5. Test the step. If you need a new test record, add a harmless test file to the selected folder and use Find new records.
6. Add an action in the receiving app. Map the file name, UID, folder path, or other available output fields into the action.
7. Test the action with non-sensitive sample data, review the result, and turn on the Zap.

This is a polling trigger: it checks periodically, rather than running immediately after an upload. The interval depends on your Zapier plan. It detects new files; do not use it as a general notification for every edit to an existing document.

The trigger returns file information. A file’s URL may be empty when the API does not return one, and a link does not grant the recipient access to a private document. Check the actual test output before mapping it into another application.

Import a file into Folderit

Check automatic workflows before importing: A Folderit workflow configured to run when a new file is created may start immediately, before later Zap steps write metadata or evaluate a filter. Disabling the Zap after an individual import test does not undo that Folderit workflow. Use a disposable test destination with no automatic workflows, or confirm the intended trigger behaviour with your administrator before testing.

Start with a trigger in the source application, then add Folderit DMS and choose Import File. Map the source application’s output into these fields:

Controlled document releases

For a controlled release, set Use controlled-release safeguards? to True and provide a stable Release ID. You can also map Exported At, choose the Subsequent Release Behavior, and set Stop the Zap if import fails? to True. The import uses the destination, source document ID, and release ID to recognise an already stored matching release during sequential processing. A matching replay can return duplicate without adding a file or version. This is not an atomic uniqueness guarantee: simultaneous runs can both create a file or folder before either sees the other result. Use one writer for the same destination and source identity, and inspect ambiguous results before retrying.

Test with a disposable file first. Inspect the returned Status, Message, Duplicate Release, and Ready for Workflow values. The verified duplicate result keeps the existing Folderit file UID, returns Duplicate Release: true, and returns Ready for Workflow: false, so later workflow steps can be filtered out safely. Other imports may return created, updated, skipped, or failed. Do not treat completion of the step alone as proof that the import succeeded.

Advanced API workflows

New Record polls a Folderit API GET endpoint for records. Send API Request sends a request with a selected HTTP method, endpoint path, and optional JSON parameters. These events are intended for users familiar with the Folderit API documentation. Enter the endpoint path after /v2/accounts/{account UID}, such as /entities/all. For New Record, choose a stable, unique Result ID Path so records can be recognised across polls.

Troubleshooting

• Cannot connect: check the Client ID, Client Secret, Account UID, and API access with your administrator. Reconnect the account if its credentials have changed.
• No new files: check the folder UID and subfolder setting, add a new test file, and allow for the polling interval. Previously processed files do not normally start the same Zap again.
• Import fails: inspect Status and Message, check every required source field, and confirm the File input is downloadable. Use a small test file to isolate download or size issues.
• An action did not run: open Zap History and inspect the affected step and any filters. Check that the Zap is on and that the account has available tasks.

For workflow failures, contact Zapier Support from the account running the Zap so they can inspect its history. For Folderit API access or folder permissions, contact Folderit. Include the event name, error text, and time of failure, but never include credentials or confidential document content.