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Custom Workflow Methods

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Custom workflow methods let administrators adapt Folderit’s standard workflow behaviour to match the terminology and decision process used by their organization.

For example, a standard Approval workflow can be presented as Management Review, Quality Check, Legal Review, or another internal process. The underlying approval behaviour remains the same, but the method name, action buttons, result labels, messages, colours, delegation rules, and file access can be customized.

Where custom methods are managed

Go to:
Admin tools → Workflows → Methods

This page contains:

  • Base methods — Folderit’s standard workflow methods;
  • Custom methods — methods created specifically for your organization.

Enabling or disabling standard methods

The available standard methods can be enabled or disabled for the entire account.

For example, if your organization does not use DocuSign or eID, you can disable those methods so they no longer appear to users when creating workflows.

Disabling a method removes it from the available workflow options for the organization. It does not replace or modify existing custom methods based on that method.

Click Save after changing the enabled methods.

Creating a custom workflow method

Click + Custom at the top of the Methods page.

1. Choose a base method

Select the Folderit method whose behaviour the new method should use.

Available base methods may include:

  • Approval
  • Acknowledgement
  • DocuSign
  • eSign
  • eID
  • Fill fields

The selected base method determines the available actions and how the workflow behaves.

For example:

  • an Approval-based method can include approval, rejection, and clarification actions;
  • an Acknowledgement-based method normally contains one acknowledgement action;
  • an eSign-based method follows the electronic-signing process.

2. Enter the default label

The Default label is the name users will see when selecting this method in a workflow.

Examples include:

  • Management Review
  • Legal Approval
  • Quality Check
  • Policy Confirmation
  • Release Authorization

3. Configure delegation

Enable Allow delegation if recipients should be able to delegate their task to another user.
Disable it when the assigned recipient must complete the task personally.

4. Configure workflow file access

Choose what access the workflow recipient receives to the item.

Available options can include:

  • No access
  • Preview
  • Viewer
  • Editor
  • Custom

Use this setting to control whether the workflow task itself grants access to view, download, or edit the file.

5. Customize workflow title texts

Click Customize title texts to change the messages shown for different workflow states.

These can include messages for:

  • an active task;
  • a delegated task;
  • a clarification request;
  • an accepted decision;
  • a rejected decision.

Placeholders such as the requester’s or recipient’s name can be used where supported.

6. Customize the available actions

The actions depend on the selected base method.

For each available action, you can configure:

  • whether the action is enabled;
  • button colour;
  • button label;
  • result label;
  • action order.

For example, an Approval-based method could use:

  • Return for Changes instead of Reject;
  • Request More Information instead of Request clarification;
  • Accept instead of Approve.

The result labels can also be customized, such as:

  • Returned for Changes
  • Information Requested
  • Accepted

7. Save the method

Click Save to create the custom method.

The method will then appear in the Custom methods list, where it can be enabled, disabled, or edited.

Where custom methods can be used

Once enabled, custom methods can be used throughout Folderit wherever workflow methods are available, including:

  • manual workflows started from an item’s Workflow menu;
  • folder-level workflow automation;
  • visual workflow automations;
  • workflow templates;
  • custom multi-stage workflows.

This allows the same organization-specific terminology and behaviour to be used consistently across manual and automated processes.

Example

An organization may create a method called Management Review based on Approval.

It could use:

  • Return for Changes instead of Reject;
  • Request More Information instead of Request clarification;
  • Accept instead of Approve;
  • custom title messages;
  • Preview access to the file;
  • delegation enabled.

Users would then select Management Review anywhere that method is made available, while Folderit continues to use the standard approval logic underneath.

NOTE: Custom workflow methods change how the workflow is presented and configured, but they remain based on the selected standard method.
The base method determines the underlying workflow behaviour. Customization allows the organization to change the terminology, available actions, access, and presentation without creating an entirely new workflow engine.