Features Built for Document Professionals
From AI-powered request creation to automated workflows and enterprise security — everything you need to collect, manage, and store client documents.
How FileOnion Works
The complete document collection workflow, end to end.
01
Build with AI or Templates
Describe the matter and the AI drafts a scoped document checklist for you — or start from an industry template packet. Save any request as a reusable template for future clients.
02
Send to Your Client
One click sends an email with a secure link to your branded portal. Clients see exactly which documents are needed, with descriptions and due dates. No account creation required.
03
Auto-Remind Until Complete
Schedule recurring reminders — daily to weekly — via email or SMS. Each reminder includes a direct link. Progress auto-saves so clients pick up where they left off.
04
Clients Upload Documents
Clients open their portal, see the checklist, and upload files directly. They can add notes, view shared documents from you, and track their own progress.
05
Review, Approve, or Reject
Each uploaded file shows in your dashboard. Approve with one click, or reject with feedback — the client is automatically notified to re-upload. Comment directly on any file.
06
Organize in File Manager
Approved documents go into your file manager. Create folders, favorite files, share documents back to clients, archive, or download. Everything stays encrypted.
07
Automate with Workflows
Kanban board with custom stages. Drag requests to trigger automated actions — send emails, fire webhooks, assign to team members, update statuses, or chain workflows together.
08
Integrate & Scale
REST API with configurable keys, webhook subscriptions for real-time events, Dropbox sync, and Zapier/Make compatibility. Enterprise adds SSO and audit logs.
Document Collection
Document Requests
Create list-based or freeform requests with custom fields, due dates, expiry dates, and priority levels. Track status from draft through approval.
AI Request Builder
Describe the matter in a chat panel and the AI recommends a scoped document set — per-document checklists included — and drafts your request title. Recommendations drop into the form; you stay in control.
Industry Template Library
Browse curated request packets across Immigration, Tax & Accounting, Mortgage & Real Estate, Legal, and HR & Onboarding. Filter by industry, preview, and use with one click. Publish your firm's templates to the community — every card shows its publisher.
Client Portal
Branded, no-login portal where clients upload documents, track progress, and access shared files. Optional login for added security. Auto-save on every interaction.
Workflow & Automation
Kanban Board
Visual workflow with custom stages, colors, and capacity limits. Drag-and-drop with touch support and virtual scrolling for large workloads.
Workflow Actions
Trigger automated actions on stage transitions: send emails, fire webhooks, auto-assign (round-robin or by workload), set due dates, update metadata, or chain workflows.
Automated Reminders
Configure reminder frequency per request — every 1 to 7 days. Notifications sent via email, SMS, or WhatsApp based on client preference.
File Comments & Review
Comment on specific files. Approve or reject uploads with feedback. Multi-step review checklists with custom fields — text, number, date, select, checkbox.
Dashboard & Management
Activity Dashboard
Real-time feed of client logins, uploads, comments, and status changes. Request tracker shows completion percentage across all active requests.
Team & Client Management
Role-based access (Owner, Admin, Member, Guest). Bulk invite team members. Track client visits, manage profiles, archive, and export data for GDPR.
Custom Branding
Upload your logo, set primary and secondary brand colors, inject custom CSS. The client portal reflects your brand — not FileOnion's.
File Manager
Full file organization: folders, favorites, list/grid view, search, sort. Share documents to clients with optional messages. Archive and soft-delete with recovery.
Integration & Security
REST API & API Keys
Programmatic access with scoped API keys and rate limiting. Build custom integrations or connect to Zapier, Make, and n8n.
Webhooks
Subscribe to events: request.created, document.submitted, stage_changed. Configurable auth (bearer, basic, OAuth2, API key), retries, and delivery tracking.
Dropbox Integration
Connect your Dropbox account to sync files directly within FileOnion. Upload from Dropbox or save approved documents back.
Enterprise Security
SSO via SAML/OIDC, custom roles, and comprehensive audit logs.
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