Document Automations. Set It and Forget It
Every automation below watches for incoming files, reads them with AI, and files or tracks them automatically. Pick your industry, choose a workflow, and stop sorting documents by hand.
Industry
Type
Showing 39 automations
Construction
4 automations
Jobsite photos you can rely on
Make one folder for each project, with a subfolder for each month. Name every photo with its date and a running number, like 2026-03-14-007.jpg, so photos sort in the order they were taken. Keep photos of problems and hidden work together, and keep an untouched original next to the renamed copy. Then any photo is quick to find.
Know what’s approved on every project
Make one folder per project, and inside it one folder per trade, like Electrical or Plumbing. Keep submittals and RFIs for that trade inside. Name each file with spec section, number, revision and review action, like 265100-S-014-R2-Lighting-Approved.pdf, so you can tell what the architect decided without opening anything.
Subcontractor docs, by company and job
Split them in two. Give each subcontractor one company folder for papers that follow them to every job, like insurance, license and tax form. Give each job its own folder for papers that belong to that job, like the subcontract, change orders and invoices. Start every file name with the date and the document type.
Every certificate and when it ends
Keep one folder for each vendor and start every certificate’s file name with its expiry date, like 2026-10-28-COI-Apex-Roofing.pdf. Sorted by name, the next ones to lapse come first. Then read down that list every Monday, or let Filex read the dates and remind you 30 days ahead.
Financial advisors
2 automations
Every agreement, signed and findable
Make one folder per household, then split it into Signed and Drafts. Name each file with the date, what it is and its status, like 2026-03-12-Advisory-Agreement-Signed.pdf. Move the draft out of sight once the signed copy arrives, and when unsure, file it as a draft. Anyone on your team can then open a household and know which version counts.
Every statement in its household folder
Make one folder for each household, then file every statement inside by account and period. Name each file with the period end date, the custodian and the last four digits of the account, like 2026-09-30-Summit-IRA-4417.pdf. A household with accounts in three places then still reads as one clean file you can review in minutes.
Freight
3 automations
One file per driver, ready when asked
Keep one folder per driver, named by last name and license number, holding that driver’s application, license copy, medical card, motor vehicle record (MVR) and road test. Start each file name with its date and type, like 2024-03-05-Medical-Card.pdf. A quick look then shows what is on file and which dates are coming due.
Every load’s papers in one folder
Make one folder per load, named by the load number. Put the rate confirmation, the bill of lading and the proof of delivery for that load inside it. Name each file with the load number and what it is, like 48213-POD.pdf. Then one search finds everything a freight broker or carrier needs for a payment dispute or an audit.
A folder per truck, service in one place
Create one folder for each truck, named with its unit number, like Unit-214. Put every invoice, work order and inspection report for that truck inside it. Start each file name with the date and the kind of work, so one folder shows the full history of that truck, newest work first.
Healthcare
4 automations
Every device, its full history
Give each piece of equipment its own folder, named by what it is and its serial number, like Autoclave-SN20418. Put its purchase invoice, warranty, service reports and calibration certificates inside, and start each file name with the date and the type. Then the full history of any machine sits in one place.
Every patient intake form, filed in their digital chart
Organize patient files into individual chart folders named by patient identifier: LastName_FirstName_DOB or Medical Record Number (e.g., Alvarez_David_19840612/). Inside each chart, standardize subfolders into 01_Registration_Intake, 02_Insurance_Billing, and 03_Clinical_Consent. Standardize filenames as YYYY-MM-DD-[PatientLastName]-[DocType].pdf, such as 2026-10-16-Alvarez-HIPAA-Consent.pdf. Filex automates this by reading patient names, dates of birth, and form titles from incoming scans and tablet PDFs, routing each document directly into the patient chart.
Every payer file, in date order
Keep one folder for each payer, and start every file name with its effective date, like 2026-01-01-Fee-Schedule.pdf. File the contract, each fee schedule and each amendment in that payer’s folder. Because the names sort by date, the newest version sits at the bottom and the full history reads like a timeline.
Know every expiry, before it lapses
Keep one folder per provider and put every credential in it, named with its type and expiry date, like 2027-03-31-DEA-Registration.pdf. Then review anything expiring within 60 days each month. Filex does this by reading the expiry date on each document, filing it under the provider, and reminding you ahead of time.
Human resources
2 automations
Every new hire document, filed in their personnel folder
Create a dedicated folder for each employee containing three standardized subdirectories: 01_Onboarding (offer letters, job descriptions, handbooks), 02_Payroll_Tax (W-4, direct deposit, state withholding), and 03_Confidential_Compliance (I-9 and identification, kept apart for compliance audits). Name files with the employee name, document type, and effective year, like Jenkins-Sarah-W4-2026.pdf. Filex automates this by reading employee names and form types from incoming scans and PDFs, sorting each document into its proper subfolder.
Never miss a certificate expiry
Keep one folder per employee and name each certificate with the course and its expiry date, like First-Aid-exp-2027-03-31.pdf. Then review anything expiring in the next 60 to 90 days once a month. With Filex, the expiry dates are read from the certificates themselves, so you do not retype them into a spreadsheet.
Marketing and creative
2 automations
Feedback beside the right version
Keep each piece of feedback in the same folder as the version it is about. Name every version with its number, like Homepage-V2.pdf, and name the feedback to match, like Homepage-V2-Feedback.pdf. If a client comments on an older round, file it against that round.
Each design project, filed by stage
Give each project its own folder, then put numbered stage folders inside it: 01-Brief, 02-Concepts, 03-Revisions, 04-Final and 05-Delivered. Add a round number to every revision, like Logo-R2.pdf. The numbers keep stages in working order, and anyone can see what is current and what was sent.
Mortgage
3 automations
Collect every borrower document, filed into their loan package
Set up a folder for each loan using BorrowerLastName_LoanNumber. Inside, create five standard underwriting subdirectories: 01_Application_Credit, 02_Income_W2_Paystubs, 03_Assets_BankStatements, 04_Property_Insurance, and 05_Underwriting_Conditions. Name files as [Borrower]-[DocType]-[PeriodDate].pdf, such as Alvarez-Paystub-2026-09-30.pdf. Filex automates this by reading borrower names, document categories, employers, and statement dates from incoming emails and uploads, sorting each file into the loan package.
Organize loan files by borrower
Make one folder for each loan, named by the borrower and the loan number, like Rivera-LN4471. Keep every document for that loan inside it, and start each file name with the date and what the document is, like 2026-05-10-Paystub.pdf. That way anyone on your team can open a loan and see what is there and what is missing.
Know when loan documents expire
Write down the date on every paystub, bank statement and credit report as it comes in, and take each age limit from your lender. Once a week, check the oldest documents and ask for fresh copies early. Filex reads each page’s date, so you can ask for paystubs older than 30 days.
Nonprofits
2 automations
Every board meeting, filed by its date
Make one folder for each year and, inside it, one folder for each meeting date, like 2026-03-12. Put the agenda, the board packet and the minutes for that meeting together. Keep unapproved minutes in a drafts folder, and move the approved copy into the main folder once the board votes.
A folder per funder and per grant year
Give each funder its own folder, then open a folder for every grant year inside it, like 2026-27. Keep that year’s proposal, award letter, budget and reports together. Start each file name with the date and the document type, and add the award number if the funder gives one, so the grant reads in order.
Property management
3 automations
Every inspection, filed with its photos
Keep one folder for each unit, and inside it one folder for each inspection, named by date and type, like 2026-09-14-Move-Out. Put the report and every photo from that visit together in it. Name photos by room, such as Kitchen-Sink, so a move-in and a move-out can be compared side by side.
Every invoice filed under its property
Keep one folder for each property and file every invoice in the folder of the property it was for, not the vendor it came from. Start each file name with the invoice date, then the vendor, like 2026-05-12-Northside-Plumbing.pdf. Handle any invoice that covers several properties on its own, so no building is charged by guesswork.
Every lease expiration and renewal window, tracked in advance
Organize lease records into property and unit folders, with the expiration date and notice requirement formatted into the file name, such as 2027-04-30-Lease-Grandview-Ste400-AcmeCorp-Notice90d.pdf. Track the option exercise window (e.g. 90 days prior to term end) rather than merely the final move-out date. Filex automates this by reading lease term clauses, extension provisions, and rent escalation schedules from your signed agreements, sorting each file and triggering notifications before notice deadlines pass.
Real estate
3 automations
Closed deals, filed, found in minutes
Move each closed transaction into an archive folder for its closing year, then give it its own folder named by the property address, like 2025 > 14-Elm-Street. Start each file name with the closing date and the document type. Check your state and broker rules for how long you must keep each file.
Every listing photo, sequenced and filed by property
Organize listing photos under property address folders (e.g., 742_Evergreen_Terrace/). Inside, maintain two subdirectories: 01_MLS_Web (web-sized, sequentially numbered from 01 to 50) and 02_Print_HighRes (raw original photography). Name files using MLS sequence order: [SequenceNumber]_[Room]_[Address].jpg, such as 01_FrontExterior_742Evergreen.jpg and 02_LivingRoom_742Evergreen.jpg. Filex automates this by reading property addresses from shoot metadata, detecting rooms and architectural features using visual AI, and sequencing photos in the narrative flow buyers expect.
One folder per deal, filed by address
Create one folder for each transaction, named by the property address, like 214-Maple-Court. Put every document for that deal inside it, and start each file name with the date and what the document is, like 2026-09-14-Inspection-Report.pdf. Anyone on the deal can then open one folder and see the full paper trail.
Schools
3 automations
Organize student enrollment forms
Organize enrollment forms with one folder for each student, and file every form for that student inside it. Name each file with the form type and the school year, like Health-Form-2026-27.pdf. This way one folder answers any question about a student, and you can compare it to your own required-forms list to see what a family has not returned.
A student’s record, ready when asked
Keep one folder per student, named with their name and student ID, and inside it group files by category and school year, such as 2025-26 Grades or 2024-25 Attendance. Name each file with its date and type. A request then means opening one folder and pulling only what was asked for.
Every student form tracked, without clipboard checklists
Organize student records into grade and classroom subdirectories using the naming convention [Grade]/[StudentLastName_FirstName_ID]/. Name incoming files systematically as [LastName]-[FirstName]-[FormType]-[SchoolYear].pdf, such as Alvarez-Maya-Immunization-2026.pdf. Maintain an automated roster audit comparing uploaded documents against mandatory state enrollment requirements. Filex automates this by reading student names, form headers, and school years from scanned papers and phone uploads, sorting each document and generating real-time missing form lists.
Tax preparers
3 automations
Collect every tax form, without chasing through email
Create an intake folder for each tax client under the current tax year (e.g., Client_Intake_2026/Vance_Marcus/). Name files systematically as [Taxpayer]-[FormType]-[Issuer]-[Year].pdf, like Vance-Marcus-W2-Stripe-2026.pdf. Cross-reference received documents against the prior year’s tax organizer checklist to immediately flag missing forms before starting prep. Filex automates this by reading form numbers, employer/issuer names, taxpayer SSN suffixes, and tax years from incoming uploads, filing them directly into the client’s annual intake folder.
Every prior year return, filed by taxpayer and tax year
Organize returns under client folders with standardized subfolders for each tax year (e.g., Miller_David/Tax_2025/). Name files using ISO syntax: YYYY-[FormType]-[Taxpayer]-[Status].pdf, such as 2025-Form1040-Miller-AsFiled.pdf. Store official IRS e-file acceptance acknowledgments directly alongside the filed return, and move draft computations to an archive folder once the return is submitted. Filex automates this by reading form numbers, tax years, taxpayer names, and filing acknowledgments from incoming PDFs.
Tax workpapers in three buckets
Create one folder per client and tax year, then split it into three: Source for documents exactly as the client sent them, Workpapers for your own schedules and notes, and Deliverables for what you sent back. Keeping the three apart means a reviewer can tell original evidence from your work at a glance.