Document Management System
Software (DMS)

The most user-friendly DMS for secure document control, workflows, and e-signatures for businesses of all sizes.
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Key features:
  • Central Source of Truth
  • Automate Reliably
  • Manage Access
  • Find Easily
Greener & More Sustainable
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Clients in 86 Countries
12 Years
GDPR • HIPAA • ISO 27001
Made in Europe
Features See the Features
Secure Document Management Features for Compliance, Access Control & OCR Search
Secure Document Management
Store any file type with encryption, access controls, and compliance support (ISO 27001, GDPR, HIPAA, Cyber Essentials)
Highlights
  • 256-bit encryption
    This secures your data by converting it into a code that only authorized users can decipher, ensuring it is safe from unauthorized access. For example, this level of security is used by banks to protect financial information.
    s 256-bit encryption
  • Two-Factor Authentication
    2FA enhances your security by requiring a verification code from an authentication app, in addition to your password.
    s Two-Factor Authentication
  • SSL/TLS + IP restrictions
    Secure Sockets Layer connections encrypt the data transmitted between your browser and our data centers, ensuring that your information remains private and protected from interception. IP Restrictions add an extra layer by limiting where your account can be accessed from, giving you even more control over who can reach your documents — and from where.
    s SSL/TLS + IP restrictions
  • Custom password policy
    Administrators can enforce custom password policies by defining rules for length, complexity, and expiration. Additionally, they can mandate the use of two-factor authentication to enhance security.
    s Custom password policy
  • Triple Backups
    This ensures your data is redundantly stored across multiple locations, at least 100 km apart, for maximum safety and reliability. Even in the unlikely event of a failure at one site, your data remains secure and accessible.
    s Triple Backups
  • Recycle Bin only visible to account administrators
    This ensures that even if a user with delete permissions removes a file, it can still be reviewed and restored if needed. This adds an extra layer of security for all deleted data.
    s Recycle Bin only visible to account administrators
  • SSO (Entra ID, Okta, Google)
    This integration allows for centralized identity management, Single Sign-On, and robust security policies, ensuring that users can easily and securely access resources while administrators maintain control over user permissions and data protection.
    s SSO (Entra ID, Okta, Google)
Role-Based Access Control (RBAC)
Share files and folders securely with granular permissions for users, groups, and secure links.
PERMISSION LEVELS
  • Preview-only
    This permission level allows users to view documents in-system without the ability to print, download, edit, or even select and copy text.
    s Preview-only
  • Upload-only
    This permission level allows users to add new files to a designated location without the ability to view existing content. This feature is perfect for scenarios where document submissions are required without granting access to other sensitive files.
    s Upload-only
  • Preview & download
    This permission level allows users to view documents, as well as print and download them.
    s Preview & download
  • Editor
    This permission level grants users full control over the shared resource, including the ability to view, edit, delete, and manage files and settings.
    s Editor
  • Granular (custom)
    This allows precise control over user actions, such as toggling audit trail visibility, enabling online editing only, and restricting downloads or other activities. This flexibility ensures that each user’s access aligns perfectly with their role and the security needs of the shared resource.
    s Granular (custom)
OCR Search & Metadata
Find documents fast with OCR full-text search, custom metadata, filters, and links between related files.
HIGHLIGHTS
  • OCR full-text search
    Content indexing enables the conversion of scanned documents and images into searchable text. You can find documents based on their content, not just file name!
    s OCR full-text search
  • Metadata filters
    Use the powerful filtering tools to refine your searches using metadata filters, custom metadata fields, date ranges, due dates, and more. This enables you to quickly locate relevant files based on specific criteria like project status, document type, or key deadlines.
    s Metadata filters
  • Custom metadata
    This enables you to define various types of metadata fields, such as text, numbers, dates, and dropdown lists, for each document. This flexibility allows you to tailor data attributes to your specific needs, enhancing the organization, searchability, and management of your files.
    s Custom metadata
  • Link related files & folders
    Relating resources allows you to connect files, folders, and external links within the system, creating a network of related documents and resources.
    s Link related files & folders
  • Unlimited version history
    Versioning ensures that every change made to a document is automatically saved, with no limit on the number of versions stored. When using Office 365 integration, versioning happens automatically.
    s Unlimited version history
Workflow Automation & Document Control
Automate approvals, reviews, acknowledgements, electronic signatures, and document control using visual workflows, reusable templates, reminders, retention policies, and automatic actions.
HIGHLIGHTS
  • Custom workflow automation
    Create serial, parallel, or custom multi-step workflows using the visual workflow builder. Combine approvals, reviews, acknowledgements, electronic signatures, form completion, and scoring in a single workflow, with individual instructions and deadlines for each participant. Users can also request clarification before making a decision.
    s Custom workflow automation
  • Electronic signature (eSignature) workflows
    Send documents for legally binding electronic signatures using Folderit eSign, or connect with DocuSign. Signature tasks can be combined with approvals and other workflow steps. Folderit also supports ASIC-E digital signing with ID-card, Smart-ID, and Mobile-ID in supported European countries.
    s Electronic signature (eSignature) workflows
  • Policy acknowledgement workflows
    Distribute policies, procedures, safety instructions, and other controlled documents for mandatory acknowledgement. Folderit records who has received, viewed, and acknowledged each document, providing a clear audit trail and workflow summary for ISO, regulatory, and internal compliance.
    s Policy acknowledgement workflows
  • Workflow templates & automatic triggers
    Save frequently used workflows as reusable templates and launch them without rebuilding each process. Workflows can also start automatically when a document is added to a folder, and completed documents can be moved automatically to another folder for the next stage of processing.
    s Workflow templates & automatic triggers
  • Reminders
    Reminders can be set for both users and groups, allowing you to schedule notifications with a custom message and a link to the relevant resource. Choose a date, time, and repeat option to keep everyone informed and on track with tasks like document reviews or policy updates.
    s Reminders
  • Automated document numbering
    Automatically assign consistent document numbers using customizable schemes that can include counters, dates, static text, and metadata values. Different numbering rules can be configured for different folders and document types to support structured document control.
    s Automated document numbering
  • Retention policy automation
    Set automated schedules for how long files or folders should be kept before being archived or deleted. This can be customized on a per-file or per-folder basis, ensuring compliance with retention policies.
    s Retention policy automation
  • Email-to-folder import
    Each folder in Folderit can be assigned a unique email address. Send attachments directly to the chosen folder via email, saving the sender’s details, subject, and email content as metadata for easy organization and retrieval. Perfect for workflows like scanning to email, or when you need to quickly and securely store documents.
    s Email-to-folder import
  • Workflow history & summaries
    Review completed, pending, and sent workflows together with participant decisions, comments, timestamps, signatures, and clarification requests. Completed processes can include downloadable summary documentation for audit and compliance purposes.
    s Workflow history & summaries
Audit Trails, Dashboards & Reporting
Get full visibility in your DMS with dashboards, reporting, and complete audit trails—so you can prove compliance and track every action.
HIGHLIGHTS
  • Dashboards & reporting
    Monitor organization-wide document activity through the admin dashboard, including duplicate files, pending workflows, retention deadlines, due documents, and a complete content overview. Users also have personal dashboards for incoming tasks, sent and pending workflows, and archived decisions. Reports can be exported to Excel, ODS, CSV, and PDF.
    s Dashboards & reporting
  • Complete audit trails
    Audit trails log every action taken on files, folders, and across the entire organization, whether by users or external parties. Each action is timestampTrack user and system activity across files, folders, workflows, and the entire organization. Each action is recorded with a timestamp and relevant user information, providing a reliable record for compliance, investigations, and internal monitoring. Audit data can be exported for reporting and review.ed for precise tracking. This data can be exported in various formats, including Excel, CSV, and PDF, for comprehensive reporting, compliance, and monitoring purposes.
    s Complete audit trails
  • Shared access overview
    View documents and folders shared with users, groups, and external recipients from one centralized overview. Administrators can review permissions, identify active public links, monitor access, and revoke sharing when it is no longer required.
    s Shared access overview
  • Notifications & watch updates
    Users can customize which notifications they receive and watch selected files or folders for changes. Alerts can cover document updates, workflow requests, approvals, signatures, reminders, sharing activity, and other relevant events.
    s Notifications & watch updates
Integrations, eForms & Document Generation
Extend your DMS with custom e-forms, records management, and integrations like Microsoft 365, Outlook, and DocuSign—built for daily work across teams.
HIGHLIGHTS
  • Custom e-forms
    Create custom forms for things like incident reports, requests or registers. Users fill in fields instead of uploading a file, and each submission is stored as a structured record. These records are fully searchable and permission-controlled.
    s Custom e-forms
  • Branches & subsidiaries
    Create separate workspaces for each company or location. Each workspace has its own users, roles, and optional admins—so teams see only what they should. Switch in a click; security and audit trails stay intact.
    s Branches & subsidiaries
  • Microsoft Office 365 integration
    This built-in integration enables your users to create and edit Word, Excel, and PowerPoint files directly within the Folderit system.
    s Microsoft Office 365 integration
  • Outlook Add-in
    This Add-In allows you to send selected emails directly from Outlook to any chosen folder in Folderit.
    s Outlook Add-in
  • DocuSign integration
    Start DocuSign workflows directly within Folderit and automatically receive signed documents back into the system.
    s DocuSign integration
  • Mobile and tablet friendly
    Folderit DMS is fully optimized for mobile and tablet use, providing a seamless experience across devices. Whether you’re managing documents, getting approvals done or accessing reports, you can enjoy intuitive navigation and full functionality on the go.
    s Mobile and tablet friendly
  • Desktop app
    Folderit Sync is a desktop app that syncs your files across your PCs, ensuring you have access to the latest documents both online and offline. It allows easy management of your files directly from your desktop, keeping your data synchronized and secure.
    s Desktop app
  • Store & Embed URLs
    Store and embed external URLs within Folderit, allowing you to open them in an iframe or a separate tab. These URLs can be linked to other items, include metadata, and be managed like any other document.
    s Store & Embed URLs
  • Watermarking
    Dynamic watermarking feature adds an extra layer of security to your documents. Watermarks with details like the viewer’s name, date, and time are automatically applied during previews and downloads, ensuring traceability and discouraging unauthorized sharing. Available as a separate purchase.
    s Watermarking
  • Template-based document generation
    Create PDF and DOCX documents from structured eForm data using reusable ODT templates. Generate contracts, certificates, invoices, HR documents, and reports, then store, download, email, or route them through workflows.
    s Template-based document generation

More sustainable and greener solution for document management.

Folderit’s secure document management system is available on AWS, where Amazon matches 100% of its electricity use with renewable energy, and on-premises with the same capabilities.

See what else we do as part of our Corporate Social Responsibility program.

Sustainable document management system EDMS
Diagram of EDMS systems showing Folderit DMS has the fastest task-completion time
Waste Less Time Managing Documents

Folderit is the Most User-Friendly DMS in The World. Saving You Time and Money.

We care deeply about our customers and work every day to deliver a DMS software that is different in all the right ways: simple to use, reliable, and built for people who value security, privacy, and efficiency.

With our award-winning intuitive interface, you can organize, approve, and sign documents faster than with any other comparable document management software, making Folderit the ideal choice for teams moving toward a paperless workflow.

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Customer testimonials

Trusted and Loved.
❤️ Worldwide.

Folderit DMS is easy-to-use, secure and affordable. This, in combination with our outstanding support team is exactly what our customers seek!

  • "We have been using Folderit EDMS for the past five years with complete satisfaction for storing documents related to our Quality Management System (QMS). Folderit is incredibly user-friendly, secure, and affordable, making our documents accessible anywhere, anytime."
    Sjoerd K. / General Manager
    MedCat / Netherlands
  • "Folderit DMS has been a game-changer for our accounts payable team. We started using it to organize our invoices and receipts, and it's made life so much easier. The metadata fields are super handy - we can tag everything with vendor names, dates, and amounts, which makes finding stuff later a breeze."
    Paul K. / Director of Operations
    Crabtree’s Carpet & Flooring / USA
  • “I have started using the trial plan over the last few days and I have to say this is one of the very best pieces of software I have ever used. Intuitive, smart and full of hidden power. Everything is just in the right place and even billing & plans are transparent.”
    PHIL B.
    United Kingdom
  • "I wanted to provide some feedback that I am always pleased with your customer service. Whenever I have had any queries you respond timely and answer my queries and provide very good assistance."
    LAURA S.
    Australia
  • "For us using Folderit was a game changer. It also was a must that being a Chilean based company we could configure the program to be in Spanish. In summary it has been an excellent productivity and organizational tool for our company."
    Christian C. / General Manager
    Santa Maria / Chile
  • "I run a small international consultancy business, and we have recently opted for Folderit as our EDM system for legal documents. Congrats on creating such a fantastic, smooth and easy to use product, for small and medium businesses. It really is fantastic."
    ROB L.
    Netherlands
  • “I am amazed at your product as well as the simplicity and great UI that your team has built.”
    HARSHVARDHAN S.
    United Kingdom
  • “This software is brilliant, so easy to use but very powerful!”
    THOMAS R.
    UK
  • "By the way, let me congratulate you for the excellent software that you have built. It convinced me at first sight :-)"
    DUARTE G. H.
    Portugal
  • "Awesome – this is an excellent service and we are VERY happy with it so far. Along with the excellent attitude of the support team of course!"
    MIKE L.
    Australia

You’re in a good company.
Join thousands of organizations on Folderit.

Over 86 countries trust Folderit’s secure, cloud-based DMS to power paperless document management every day.

FAQs

DMS platforms like Folderit centralize files in a secure online repository, eliminating manual email exchanges and local storage bottlenecks. Real-time collaboration features—including check-in/check-out, version history, and automated notifications—streamline approval processes and reduce duplicate work, boosting overall team productivity.

A secure DMS must include granular permission controls, detailed audit logs (tracking who accessed, edited, or shared each document), and automatic retention policies. Look for ISO-27001 and GDPR-friendly architectures, plus easy export of compliance reports to simplify regulatory audits.

Yes. Folderit offers RESTful API for building custom integrations with CRM, ERP, productivity, and other business systems, including platforms such as Salesforce, HubSpot, SAP, Microsoft Dynamics, and Google Workspace.

Built-in integrations are available for Microsoft 365, DocuSign, Microsoft Entra ID, and Okta. Depending on the integration, documents and related data can be transferred automatically between Folderit and your existing systems, reducing manual uploads, downloads, and duplicate data entry.

Folderit’s flexible subscription plans start with the cost-effective Mini plan for small teams and scale to tailored Enterprise document management solutions with advanced workflow automation, configurable storage and user capacity, deployment options, and dedicated support. As your organization grows, your Folderit DMS plan can be adjusted to accommodate additional users, storage, and business requirements.

Every time a user saves changes, Folderit captures a new version—storing metadata (editor, timestamp, comments) for full traceability. Users can compare versions revert to prior drafts, and leave comments. Collaborative check-out/check-in locks prevent overwrite conflicts, ensuring your team always works on the latest document.