Files extension
Draft, in review, approved. Written on the file, not in its name.
“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.
The workflow belongs to the folder, the state to the file
A workflow is an ordered list of states with their rules: an initial one, pre-selected when you assign a state to a file; for each, the states it can move to — or free flow if you choose none; locking states, in which the file becomes read-only for everyone, administrator included, until the state changes; a final one, “Archived”, marking closure. The workflow is assigned to the folder, files inherit it; there is a default per company and others are created, duplicating system ones too. An email can be tied to each state — automatic, or with confirmation and recipient choice. And with the Approval extension, one state becomes the gate: entering it opens the request to reviewers, and on decision the file moves on its own to Approved or Rejected.
How it works
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Design the workflow
Settings → Document states: states, colours, initial, transitions, which ones lock, which is final, which sends the email. Or duplicate the system one and tweak.
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Assign it to the folder
Right-click → Automations → Workflow: “Contracts” follows “Draft → Review → Approved → Archived”. Files inside inherit it, with the initial state ready.
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Change state, and something happens
From the file menu: only the states reachable from the current one. In “Approved” the file locks and the email goes out; the history keeps every step with who and when.
The document’s state is not in the file name. It is in the document.
What you can do
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Locking states
“Approved” makes the file read-only for everyone, administrator included: nobody tweaks an approved document without first bringing it back to review.
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Transitions
From Draft you go to Review, not to Published. If you define no transitions, the flow is free towards the next states.
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Email on change
Automatic, or with confirmation: choose recipients, add a note that appears in the email, you can cancel.
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History and permissions
“View state history” and “Return files to previous states” are separate permissions in the access level.
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With Automation rules and Approval
A rule can set a state on upload or react to a state change; Approval turns a state into a request to reviewers.
Frequently asked questions
Do I need Approval to use workflows?
No: workflows work on their own — states, locks, emails, history. Approval adds the gate state that asks for a reviewer’s yes.
Can a file have a state without a workflow on the folder?
Yes: assigning a state from the file menu you pick among available workflows. With the workflow on the folder, instead, files are born with the initial state already.
Who changes states?
Whoever has edit permission on the folder, within the allowed transitions. Going back is a separate permission, so a closed document is not reopened by mistake.
The other Files features
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Alex