6 min read
Christina Miranda
Complete Folderit review for 2026. Explore features, pros, cons, and the best Folderit alternative for growing teams.
Not all document management systems are built to scale with growing teams.
Folderit is often praised for its simplicity and compliance features, but that simplicity can also be its biggest limitation.
This platform positions itself as a secure, compliance-ready document management system for growing teams. However, it struggles to keep up with modern automation and AI-driven platforms.
In this objective FolderIt review, we will help you decide if it is the right fit for you or if it could fall short.
Folderit is a simple and clean cloud-based document management system that can effectively store,m organize, manage, and share your documents from a unique file cabinet.
It is a solid option if you’re looking to substitute your paper-based filing system and fragmented file storage as it offers structured document control. However, if you want to substitute your current DMS or ECM it can seem like a downgrade.
Nonetheless, Folderit provides important document management features such as version control, metadata indexing, role-based access permissions, audit trails, and basic workflow automation.
These capabilities can help you keep document accuracy, improve collaboration, and ensure accountability over who accesses or modifies files.
Folderit can be used be used to centralize your teams’ documents such as contracts, policies, and internal records. Additionally, thanks to version control, you can prevent error typically caused by outdated or duplicated documents.
Folderit is commonly used by small to mid-sized organizations looking for a straightforward, cloud-based solution to manage documents without complex infrastructure.
Teams that benefit the most from Folderit include:
For example, your marketing team could use Folderit to run targeted marketing campaigns to centralize proposal and edits to the campaign, where the product team can align features with customers’ needs and go-to-market alignment across all team.s
Additionaly, thanks to its contract management, it is a useful tool for HR departments.
Most of Folderit’s features are built around the premise of keeping your documents safe, which is why all features are subject to granular roles and permissions, in which, like Dokmee, you can add watermarks to certain documents to guarantee accountability and reduce security breeches.
Aside from document storage, these are some of Folderit’s best features.
Folderit’s workflow feature can automate common document-handling processes within its document management system.
The platform supports three main workflow types: approval, review, and acknowledgement.
Approval workflows are used when a document requires formal sign-off, review workflows collect feedback before finalization, and acknowledgement workflows track whether users have read or confirmed a document.
Workflows can be started either manually on a specific document or automatically when a document is added to a predefined folder. This folder-level automation allows you to standardize processes so that every new file follows the same path without requiring manual intervention.
For example, uploading a document to a specific folder can automatically trigger an approval or review sequence.
Folderit provides visibility into workflow progress through status indicators and workflow views.
Once a workflow is completed, Folderit records the outcome and can generate a summary of decisions and comments associated with the document.
However, Folderit’s workflows are designed to remain simple. If you have complex workflows that should include accurate triggers, this might be the wrong choice.
Folderit integrates electronic signature, through a DocuSign integration, directly into its document workflows, allowing users to request and collect legally valid signatures within the DMS.
This e-signature functionality, known as Folderit eSign, supports both internal users and external participants invited by email, allowing signatures from anyone regardless of whether they have a Folderit account.
Signatures can be completed through on any device, and the process can be configured so that multiple people sign either in a specific order (sequentially) or all at once (in parallel), depending on the workflow’s needs.
When initiating an electronic signature workflow, a user selects a document within Folderit and sets up the signing sequence, adds signers, and sends invitations via email.
As signatures are collected, Folderit tracks the status and displays visual indicators showing whether the signing process is in progress, completed, or rejected.
Folderit also supports automation at the folder level, meaning that when certain documents are placed into a preconfigured folder, an e-signature workflow can start automatically without manual intervention.
Folderit’s automated retention scheduling allows you to define how long documents and folders should be kept and what should happen once that time period ends, making long-term document management and compliance easier and less manual.
By default, files in Folderit are stored indefinitely, but administrators can configure a retention period at either the folder level or for specific individual files.
Once a retention rule is active, Folderit will automatically take a predefined action after a file reaches the end of its retention period.
Retention schedules are set up through the folder’s settings, where you specify how long documents should be retained based on a starting date, such as creation date, last modification, approval date, or a custom metadata field that matters for your process.
After the retention period expires, Folderit can archive the document to another folder, move it to the recycle bin, or permanently delete it, depending on the configured action.
Folderit’s audit trails provide a complete log of every significant action taken on documents, folders, and accounts, capturing who did what and when across the document lifecycle.
The audit trail records events such as file creation, previews, edits, downloads, metadata changes, permission changes, moves, deletions, and other interactions, including actions by external participants (identified by IP address when relevant).
These logs cannot be modified or deleted, therefore it ensures a reliable historical tracking for compliance, accountability, and security purposes.
Users with appropriate permissions (Viewer or Editor) can view the audit history for individual files or folders directly within Folderit: for a file, the audit log is accessible from its details panel; for a folder, there’s an audit log option in the toolbar.
Each log entry includes the event, timestamp, and user identity, creating a detailed chronology of interactions that helps teams understand how a document has been used over time.
Administrators also have access to a global audit log that includes events across the entire system, with filtering by date, user, scope, or action type, and supports exporting logs in formats like Excel, CSV, or ODS for reporting, compliance audits, or investigation.
Folderit includes OCR content indexing to make the full text of scanned documents and images searchable, rather than just indexing filenames and metadata.
When files such as scanned PDFs, JPEGs, PNGs, or other image‑based documents are uploaded to Folderit, the system uses multilingual OCR technology to recognize the text within those files and convert it into machine‑readable content that the search engine can index.
This means users can perform deep searches across the contents of documents for specific words or phrases, even if that text only appears in a scan or image rather than in the filename or metadata fields.
Additionally, Folderit’s OCR indexing includes image‑based files that contain text, such as photos or scans of paper documents.
Once the OCR process runs, the recognized text is indexed alongside metadata, allowing more accurate retrieval of information during searches.
The system also allows administrators to disable OCR indexing for an account if desired.
While Folderit does in fact offer the same capabilities that a strong DMS platform should provide in the areas of security, workflows, OCR search, indexing, and compliance, there are some areas where it may fall short for many users.
If you and your teams handle a large amount of documents, you should be aware that this DMS may show performance delays when uploading or working with very large files.
Concerning the mobile app’s UI, it doesn’t always match the polish or full functionality of the desktop experience. Users sometimes describe the interface as less refined than competitors, which may impact productivity for frequent mobile or power users.
Additionally, Folderit isn’t as intuitive as other DMS platforms, and will therefore strain migration and initial implementation for small teams that don’t have dedicated IT support.
Some reviews also highlight limitations in customization and automation flexibility outside the basic feature set.
While Folderit offers very decent metadata, filtering, and retention rules, it doesn’t always provide the same level of workflow extensibility, integrations, or AI‑driven capabilities (like automated tagging, smart content categorization, or AI document summarization) that are increasingly expected in next‑generation DMS platforms.
Some users mention limitations with payment processing systems or customer support channels which can be frustrating if urgent issues arise. And in a few reviews, problems with external billing partners have impacted account access.
Basically, Folderit falls short in areas such as interface performance, advanced customization, automation, mobile functionality, and the overall ease of onboarding for complex use cases.
⭐⭐⭐⭐
G2 4.3/5 | Capterra 4.8/5 | Trustpilot 3.2/5 | Software Advice 4.8/5
Folderit is a strong and basic DMS for organizations that need a secure, compliance-ready solution with structured document control.
It is a good solution if you’re planning to leave you for paper-based filing systems or fragmented cloud storage behind. It offers strong fundamentals such as version control, audit trails, OCR search, retention scheduling, and basic workflow automation.
For small to mid-sized teams with relatively simple document processes, Folderit can be a practical choice.
That said, Folderit may not be the best fit for organizations with complex workflows, high document volumes, or expectations for advanced automation and AI-driven features.
Performance limitations with large files, a less intuitive user experience, constrained customization, and a mobile app that lacks parity with the desktop version can become friction points if you’re planning to scale your organization.
If your organization needs more advanced automation, a more intuitive interface, stronger performance with large datasets, and modern AI-assisted document intelligence, Dokmee stands out as an alternative.
Dokmee offers flexible workflow design, powerful metadata and indexing capabilities, AI-powered document classification, and a user experience designed to support both small teams and enterprise-level deployments.
It also provides stronger scalability and onboarding support for organizations with complex document ecosystems.
If you’re ready to compare, book a demo now.
Schedule Your Free Demo—Anytime, Anywhere
Experience enterprise-grade ECM with zero hidden fees and instant ROI:
“Dokmee cut our retrieval time by 70%—we saw ROI in 45 days.”
Chad P., CTO
Christina Miranda 
