With our latest release, FileCloud 23.241, we’re excited to introduce significant improvements to our workflow automation builder. The improvements introduce options for automated folder and metadata management. It’s yet one more way FileCloud continuously improves file and folder management and data visibility. Let’s dive into the new features and explore how they can benefit your […]
With our latest release, FileCloud 23.241, we're excited to introduce significant improvements to our workflow automation builder. The improvements introduce options for automated folder and metadata management. It’s yet one more way FileCloud continuously improves file and folder management and data visibility.
Let's dive into the new features and explore how they can benefit your organization!
Data without context is just noise. That's why we've introduced a new workflow step in our automated workflow builder for metadata assignments. This feature allows users to automate the process of tagging files and folders with relevant metadata. This makes it easier to categorize, search, and manage content.
For example, a user could set up a workflow that automatically assigns metadata tags like "department," "project name," or "confidentiality level" to new documents as they're added to specific folders. This ensures that all files are properly categorized the moment they enter the system.
Additionally, the new builder supports the inverse use case. Users can set up workflows triggered by the application of metadata tags. For environments leveraging FileCloud’s Smart Classification, the entire document routing process can be automated to support comprehensive data visibility and management.
Perhaps a team lead at an engineering design firm wants any files tagged as CAD schematics to move automatically through the approval process. The team lead could create the following workflow, which would execute without any input from them.
Previously, FileCloud’s user workflows could only be initiated on individual files. With this update, users can now trigger workflows on entire folders. This expansion opens up new possibilities for batch document processing and folder-level automation.
Consider a scenario where a user needs to apply a series of actions to all files within a specific project folder. Instead of processing each file individually (a tedious and time-consuming task), the user can initiate a single workflow on the folder itself. This could include actions like converting file formats, updating permissions, or moving files to an archive location.
Continuing the example above, the project manager at our engineering design firm is responsible for overseeing all the team leads. Part of this role involves maintaining the organization of project folders, which are created by team leads to track the development, testing, and production of individual components.
The Project Manager can use FileCloud’s optimized workflows to automate this folder clean-up and maintenance process in line with the following goal: move completed project folders to cold storage. They build the following workflow:
By creating this automated workflow, the Project Manager has created a business process that will improve overall efficiency for team members and save the company data storage costs:
The last enhancement to FileCloud's workflow automation builder is the ability for users to trigger workflows that replicate folder structures and permissions. This ability was previously available only to administrators implementing If-This-Then-That (IFTTT) workflows through the admin portal.
Though this capability may seem simple at first glance, it can profoundly impact how department heads, managers, and employees set up and maintain their file systems. With FileCloud’s optimized workflow automation builder, users can automatically clone existing folders and permissions. Not only does this save time for the individual users, it also ensures consistency throughout the environment’s folder structure.
For example, the same project manager at our engineering design firm is responsible for creating new project folders and subfolders and sharing them with internal team leads, client POCs, contractors, and vendors. Recreating this folder structure and permissions can be a time-consuming and painstaking experience. With FileCloud’s updated workflow builder though, they can automate this entire process:
These new features are more than just technical improvements. They represent a significant step forward in how businesses can manage digital content and automate workflows. By reducing manual tasks, minimizing errors, and providing greater control over data organization, these enhancements directly contribute to increased productivity and efficiency.
For enterprises looking to scale their operations or manage complex file structures, FileCloud’s automation tools offer a way to do so without proportionally increasing administrative overhead. End users can set up sophisticated workflows that automate repetitive tasks, without relying on IT staff to create said workflows. Doing so frees up time, with a compounding effect throughout the organization, clearing the way for more strategic initiatives.
Moreover, these automated folder and metadata management options can have far-reaching effects on an organization's ability to leverage data assets. With more accurate and consistent business processes around data management, teams can more easily:
These workflow automation enhancements represent our ongoing commitment to providing powerful, flexible tools that help organizations work smarter. As we continue to develop FileCloud, we're focused on creating features that solve today's challenges while anticipating our users' future needs.
We encourage users to explore these new capabilities and consider how they can be applied to streamline your specific workflows. Our team is available to assist with implementation and to gather feedback on how we can further improve our platform.
In an age where digital agility can make or break a business, tools like these are not just nice to have – they're essential for staying competitive. By automating routine tasks, ensuring data consistency, and providing greater operational flexibility, FileCloud is empowering organizations to focus on what truly matters: innovation, growth, and delivering value to customers.
Interested in testing FileCloud for your organization? Sign up for a free trial!
You can also check out our on-demand demo or speak with a solutions architect about your specific enterprise needs.
