The project’s rules live in the project

How it works

1. 01

   Open the workspace and set the rules

   Three steps: name and linked client, members (people or groups, with who is in charge), policies. The folders you bring in inherit everything.

2. 02

   Requests land in a queue

   Whoever wants to download, upload or delete where approval is required leaves a request with a reason. The manager approves or denies from the Approvals page, and the requester gets the answer.

3. 03

   Acknowledgement stays on record

   On a “Procedures” folder you enable acknowledgement: whoever has access is notified, opens, confirms. The manager sees who confirmed and who didn’t, and can nudge.

What you can do

• Workspace overview

  Files, folders, size, members with role, latest files and activity. A warning if a folder came from outside or if someone reaches it without being a member.

• Approvals with a reason

  Every request carries who, what, why and when it expires. Approved, denied, expired or cancelled: the status stays.

• Per-folder notifications

  Four types — upload, acknowledgement, download, both — to everyone, chosen people or groups, in-app or by email, inherited by subfolders.

• Deadlines and upload reminders

  Documents that expire — policies, certifications — with the alert going out beforehand. And one-off, weekly or monthly upload reminders: “upload the attendance sheets by the 5th”, without anyone writing it by hand.

• Document status and automations

  “Draft”, “In review”, “Approved”: a status per file and an automation that moves it or notifies when it changes.

• Activity feed

  Uploaded, edited, locked, shared, commented: the story of every folder, filterable by person and action type.

In depth

Working together

• Workspaces

  Client Marino has ten scattered folders, three colleagues working on them, an external firm that only needs to read. A workspace keeps them together: members with a role, rules that apply to everything inside, an overview that says what happened. And when the job is done, it closes.

• Folder notifications

  The client uploads the accounts: the accountant knows at once. The company publishes the regulation: every employee confirms they read it, and it stays on record. On the 5th of the month, whoever has not yet uploaded timesheets gets the reminder, with the list of what is missing. All per folder, no hand-written emails.

• Activity

  You are back from holiday and the client’s folder has changed: who uploaded what, who moved the draft, who shared with the external firm, who approved. The activity feed tells it in order, per folder or for the whole archive, with filters by person and action type — and an email digest if you prefer to read it in the morning.

Moving documents along

• Document workflows

  “Contract_v3_FINAL_approved.docx” is a state workflow written badly. With Document workflows every file has a real state — Draft, In review, Approved, Published — with a badge in the list, the history of who changed it and when, and the rules: from where you can go where, which state locks editing, which one closes.

• Approval

  The quote before it goes out, the procedure before publishing it, the minutes before archiving them: “Request approval” from a reviewer — or several, one after another. While waiting the file is frozen; the reviewer approves, or rejects writing what is missing; if nobody answers, the request expires on its own after seven days.

• File requests

  Timesheets from twelve people, the ID document from the new hire, the report from the consultant. A file request says to whom, what, where and by when; recipients upload to the right folder, and you see in a dashboard who delivered, who is in progress, who is missing — without chasing anyone by email.

• Automation rules

  Every PDF uploaded to “Offers” comes out with the watermark and the “To send” label, and Marco gets a notification. Every file entering “Approved” is copied to “Published”. Automation rules do it on their own, in order, and write in the log what they did.