Save time now: With our Business Automation feature, you can automate manual work processes in fileee with just a few clicks! In our release notes, you'll find everything you need to know about the new Business PROFESSIONAL feature, including a few common use cases - for an easy introduction to workflow automation with fileee.
Digitally mapping and streamlining processes with fileee is now even better: With our new Business PROFESSIONAL feature, you can now automate manual work processes in fileee. All automations are based on the same principle, our syntax: If [trigger], if [optional condition/s], then [action]. You can choose from a variety of triggers, conditions and actions ( you can find an overview in our help center) to automate your individual workflow.
To configure an automation, you must always select at least one trigger (e.g. importing new documents) and at least one action (e.g. sharing in a space). However, you can add as many triggers, conditions and actions as you like and also link them differently with and/or to each other. You can find detailed instructions on how to create simple to very complex automations in our Help Center. This allows you to map and automate highly individual work processes for your business. This not only saves time, but also reduces the susceptibility to errors!
You can find an overview of your active and inactive automations in your settings. There you will also find our automation audit log, which always gives you a precise overview of your automations. You can also have this conveniently sent to your e-mail inbox on a weekly or monthly basis.
By the way: You can not only see when an automation was triggered in your audit log. You can also see in the document history and in Spaces when a document has triggered an automation or been shared using an automation. You can find out more about the audit log here.
One of the most frequently requested use cases is the automatic sharing of documents from a specific fileeeBox with a fileee Space. This can now be implemented with just a few clicks using the automation feature: When you create an automation, you can simply select as a trigger that the document is assigned to a specific fileeeBox. Then fileee will automatically forward you in the automation syntax and you can now define certain conditions. Or you can jump directly to the action that these documents are automatically shared with the corresponding fileee Space.
This automation is useful, for example, if you manage different locations with their own fileeeBoxes and thus design your office organization.
With our fileee for tax consultants functions and especially the interfaces to accounting software such as DATEV, lexoffice, Agenda and SevDesk, we have already simplified the collaboration with your tax consultant in fileee this year. Now you can go one better with Automations and automate the export.
For example, you can automatically split all documents that are tagged "Tax" in the "Tax" space and export them to your accounting software. Optionally, you could of course add various conditions, for example that the addressee of the document must be your company or that the document must not be assigned to a fileeeBox for your private tax-relevant documents. There are almost no limits to how you can adapt the automation to your individual needs and processes!
One of the most common processes in companies is invoice approval. It often takes more time than necessary - and with fileee Automations you can now at least partially automate the invoice approval process. Of course, fileee can't do the invoice verification for you either.
For invoice approval, you simply configure three successive automations. The process is set in motion when you import an invoice into fileee. fileee automatically creates a task for your corresponding team member that the invoice must be checked and approved. If this task is marked as completed, fileee automatically shares the document in the "Accounting" space and exports it to the linked DATEV account. Of course, you can customize the space and accounting interface to suit your account and usage. In addition, fileee creates a task to pay the invoice and assigns it to the relevant employee. Finally, the invoice is only automatically marked as paid once the "Pay invoice" task has been completed.
We have explained step-by-step how to configure the invoice approval process in fileee in our help center. If your company's invoice approval process is different, you can customize the automations to suit.
You see: With fileee Automations, Business PROFESSIONAL and ENTERPRISE customers can now save even more time and automate their manual work processes in fileee with just a few clicks.
Want to get started right away with fileee Automations? The feature is part of our Business PROFESSIONAL plan and can be configured by all admins who have access to all documents and Spaces.
Want to find out more? Kerstin from the fileee team will guide you through the feature in our release webinar on fileee Automations and explain clearly how you can configure automations and always keep track of everything.
We look forward to your feedback atsupport@fileee.com!
