Recurring processes can be optimized by the document types and tags of FilesApp in terms of processing speed and reliable and structured storage up to automation. Finding files is many times faster because you can also search specifically for tag content and use search views.
Basically, FilesApp offers functionalities far beyond a document management system, as it enables the structured storage and retrieval of any file type. When designating the storage functionalities, we have adopted the term “document type”, as this has established itself as the standard and the designation “file type” can lead to confusion due to the established assignment of the term to “file format”.
It is important for us to note that FilesApp not only enables the structured storage and retrieval of documents, but also of any file type. The application examples are far-reaching, whether machine data, reports, integrations as a backend for connected systems, and much more.
To be able to map this in FilesApp, it is possible to create individual document types and equip them with tags relevant to the respective document type in order to ensure the desired information for the structured storage of the file as well as quick findability.
The files themselves are not stored in FilesApp environment, only the information about FilesApp, such as the document types and the tags with their contents. To be able to create a document type, the user needs the necessary rights in the document library that is to be used with the document type to store these files. In the case of Microsoft SharePoint, for example, this is an “owner” of a Microsoft 365 group. The User role is only allowed to use document types but cannot modify them or create new ones.