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
Choose an approved public workflow below to open its guided setup in Zapier. Connect your own accounts, choose folders and destinations, review the mapped fields, and test with non-sensitive sample data while the Zap is disabled. Turn it on only after you have checked the result. Depending on the apps and number of steps, a paid Zapier plan or a separate provider subscription may be required.
Organize CRM and customer-service documents
Setup notice (16 October 2026): Fresh copies of the HubSpot deal, HubSpot ticket, and Salesforce case templates currently retain some old step references. Contact Folderit for assisted setup. Keep the Zap disabled until the copied mappings have been corrected and a private test confirms the intended source record and destination.
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 avoid creating duplicate folders on retries.
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.
Summarize and classify PDFs with AI
Setup notice (16 October 2026): Fresh copies of the ChatGPT and Gemini templates currently retain old step references in their file filters. Review and correct all dependent mappings with Folderit before use. Keep the Zap disabled until a private, non-sensitive test confirms the filters, file input, validation, and metadata destination.
Use ChatGPT (OpenAI) or Google AI Studio (Gemini) to generate a concise summary and document type for new PDFs in a Folderit folder you choose. The templates validate the AI response before writing Summary and AI Document Type metadata to the same document.
Summary and AI Document Type are text metadata fields, not tags. Missing compatible text fields are created automatically. The templates are designed for PDFs up to 10 MiB; unsupported files, oversize files, and invalid AI responses must not proceed to the metadata write. Check existing field types and test with a harmless PDF before enabling the Zap.
Privacy and cost: the selected PDF is downloaded and sent through Zapier to your chosen AI provider using your own API connection. Review your organisation’s document-processing rules and the provider’s terms before using confidential documents. Provider usage charges, limits, and Zapier task costs may apply; repeated tests or replays can incur additional AI usage. Review AI-generated values for accuracy. These templates do not provide natural-language Folderit search or automatic tag assignment.
Control document releases and follow workflow decisions
Release Google Workspace documents into Folderit as controlled PDFs, or keep colleagues informed about workflow requests and decisions. Choose the destination, workflow, notification recipients, and channels during setup.
The Google Drive controlled-release template exports a PDF, imports it with source and release context, suppresses duplicate releases, writes governance metadata, and starts the selected Folderit workflow only when the release is ready. The outcome-notification templates cover acceptance, rejection, and clarification events. Folderit triggers poll periodically; notification timing depends on your Zapier plan.
Import files, email attachments, and invoices
Bring new documents from Google Drive, Dropbox, Box, or Gmail into the Folderit folder you select. The QuickBooks Online and Xero templates archive new invoice PDFs with source details.
These are event-driven intake workflows, not a full two-way folder synchronisation or a historical migration. Review each source app’s access, file-download requirements, and mapped fields before testing.
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.
Create follow-up tasks and cards
Turn a newly added Folderit file into follow-up work in Asana, Trello, or Pipedrive. Map the available document details so your team retains the file context.
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, Client Secret, and Account UID. 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
- Open Folderit DMS in Zapier and create a workflow, called a Zap.
- Select Folderit DMS as the app for a step and choose the event you need.
- Choose the option to connect an account. Enter your Client ID, Client Secret, and Account UID in the connection form.
- 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 eight triggers and thirty-three 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
| Trigger | What it does |
|---|---|
| New Folderit File | Detects a newly added file in a selected folder, with the option to include subfolders. |
| New Workflow Request | Starts a Zap when Folderit reports a new workflow request. |
| Workflow Request Responded To | Starts a Zap when a Folderit workflow request receives a response. |
| New Record | Polls a Folderit API GET endpoint for new records using a stable result ID. |
| Record Event | Watches selected Folderit record events, including creation, updates, renames, moves, recycle/restore activity, sharing, tags, and metadata changes. It returns a stable event ID, event time, actor and record details when the connected user may access them. Event groups and record scope can be narrowed to reduce noise. |
| New Folder | Detects a newly created Folderit folder in the selected location. You can watch only the selected folder or include descendants. Results include the stable folder UID, parent, path, creation time, actor when available, and Folderit link. |
| New File Version | Detects a new version added to a Folderit file. Results include the stable event ID, file UID, version UID, version details, actor/time when available, current Folderit link, and duplicate-safe behavior when the history has not changed. |
| Workflow Event | Starts a Zap when a selected Folderit task event occurs, including task creation, editing, deletion, approval, rejection, clarification, feedback, delegation, and delegation removal. It returns a stable audit UID plus the available task, record, method, recipient, actor, and time details. You can select event types and optionally scope the trigger to one exact Folderit record. |
Actions and searches
| Action or search | What it does |
|---|---|
| Add File Version | Adds a new version to an existing Folderit file. |
| Create Approval Request | Creates an approval request for a Folderit document. |
| Download File | Retrieves an existing Folderit file so later Zap steps can use its file data. |
| Find or Create Folder | Finds a Folderit folder or creates the requested folder path when it does not exist. |
| Send API Request | Sends an authenticated request to a Folderit API endpoint with a supported HTTP method and optional JSON parameters. |
| Import File | Imports a file from another application, supports connected-account folder selection, and can apply controlled-release safeguards with duplicate suppression. |
| Start Workflow | Starts a configured Folderit workflow for a record. |
| Update Record | Updates supported properties of an existing Folderit record. |
| Update Record Metadata | Updates metadata values on an existing Folderit record. |
| Find Record | Finds an existing Folderit record for use in later Zap steps. |
| Get Record Details | Reads a file, folder, or eForm by its exact Folderit UID. It returns normalized identity, parent, record type, dates, link, and available metadata or permission summary without changing the record. |
| List Folder Contents | Lists files, folders, or both from a selected Folderit folder. It supports a connected-account folder browser, bounded page and result controls, and stable UIDs, paths, types, and links. |
| Advanced Search Records | Searches Folderit records with supported name, content, metadata, document-number, record-type, parent-folder, and tag filters. Results are bounded and deterministic for reliable downstream use. |
| Get Audit Trail | Reads recent account-level or record-level Folderit audit activity with supported event and date filters. It returns stable audit IDs, actors, event types, targets, and timestamps when available. |
| Duplicate Record | Copies a selected Folderit file or folder to a chosen destination and returns both source and created UIDs. Optional copying of people, tags, metadata, relations, reminders, workflows, and shares is explicit and off by default. |
| Manage Tags | Adds or removes exact existing Folderit tags from a file, folder, or eForm. It uses stable tag UIDs and verifies the final assignment instead of silently creating or guessing a tag. |
| Update Typed Metadata | Updates an exact Folderit metadata definition using type-aware values, including supported text, number, date, select, multi-value, and table structures. It validates the value before writing and reads it back for verification. |
| Create or Update Share | Creates or updates a private share for an exact file or folder, recipient, access level, expiry, and permission set. The action verifies the resulting share and never broadens permissions implicitly. |
| Revoke Share | Revokes one exact share from one exact file or folder. It requires the share UID, resource identity, and typed REVOKE confirmation, then verifies that the share is no longer attached. |
| Create or Update Public Link | Creates or updates a public link for an exact file or folder with explicit access and expiry settings, returning the verified current link state. |
| Lock or Unlock File | Locks or unlocks an exact file and returns its verified state and available owner information. It will not silently override a lock owned by another user. |
| List File Versions | Reads a bounded page of file versions with stable version UIDs and available current-state, actor, time, size, and download details. It does not change the file. |
| Create or Update Reminder | Creates or updates a scoped Folderit reminder for an exact record, with explicit due time, time zone, recipient where supported, and verified readback. |
| List Reminders | Reads a bounded, deterministic page of reminders for an exact record, with stable reminder UIDs and supported due/overdue filtering. It does not change reminders. |
| Find Workflow Request | Finds one workflow request visible to the connected Folderit user by exact task UID or bounded current-user/record filters, returning normalized task identity, state, participants, dates, and Folderit link. |
| Get Workflow Status | Reads a bounded page of current workflow progress for one exact Folderit record, with optional workflow and status filters. It returns stable progress identities and available state, next-step, time, permission, and link details without changing the workflow. |
| List eForm Types | Lists accessible Folderit eForm/data types and their exact typed field UIDs. Results can exclude inactive or deleted types and are bounded, sorted, and suitable for configuring later eForm steps. |
| Find eForm Record | Finds one Folderit eForm record by exact record UID or by bounded type, parent, query, and field-value filters. It returns normalized typed fields and the Folderit link without changing the record. |
| Create General Task | Creates one validated Folderit task for an exact record and recipient. Method, recipient type, instructions, timing, order, and visible context are explicit; the action makes at most one mutation attempt and returns the exact created or queued result. |
| Create eForm Record | Creates a Folderit eForm record only after validating every mapped field against the selected type’s exact field UID and supported data type. It returns the created record UID, parent, type, verified fields, and Folderit link. |
| Update eForm Record | Changes only explicitly mapped eForm fields using exact field UIDs and typed set/clear operations. It validates the full request before writing, makes one mutation attempt, and verifies the exact resulting values. |
| Manage Related Records | Lists, adds, or removes one exact relation between Folderit records. Add and remove are duplicate-safe and verify the resulting relation state; neither operation deletes either record. |
| List Task Attachments | Lists available attachment metadata for one exact Folderit task. It returns names, types, sizes, and response context without exposing signed download URLs or attachment-response secrets. |
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. Stable audit UIDs prevent unchanged events from being emitted again on later polls.
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, use List eForm Types first to obtain the exact type and field UIDs. Create eForm Record and Update eForm Record validate mapped fields against that type before writing. 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.
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
- Choose Folderit DMS and the New Folderit File event as the first step.
- Connect your Folderit account.
- Enter the folder identifier in Folderit Root UID.
- 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.
- Test the step. If you need a new test record, add a harmless test file to the selected folder and use Find new records.
- Add an action in the receiving app. Map the file name, UID, folder path, or other available output fields into the action.
- 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
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:
| Field | What to enter |
|---|---|
| File | The source file object or a direct HTTPS download URL that Zapier can retrieve. A page that only displays a preview is not a file download. |
| Source Document ID | A stable identifier for the source document. Keep it consistent when processing the same document again. |
| Imported File Name | The file name to store in Folderit, including its extension. |
| Imported File MIME Type | The content type, for example application/pdf. |
| Source File Size (Legacy, Optional) | Optional legacy source size in bytes. New controlled-document workflows can leave this blank. |
| Source Created At / Source Modified At | The source document’s creation and modification timestamps, preferably in ISO 8601 format. |
| Source Document URL | The source document’s reference URL. This is separate from the downloadable File input. |
| Folderit Folder | Browse or search folders available to the connected account and select the destination. |
| Folderit Path | Optional subfolder path beneath the destination, such as Invoices/2026. Leave blank to use the selected folder itself. |
| Source Document Name / Source Revision | Optional document-control context to write with the imported file. |
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. Folderit uses the destination, source document ID, and release ID to recognise the same release. A repeated release is returned as duplicate instead of creating another file or version.
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.