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Folderit DMS Zapier integrationAutomate Folderit DMS with Zapier.

The Folderit DMS Zapier integration gives you 2 triggers and 2 actions, and nothing more. Both triggers check Folderit on a timer, the app runs on the free plan (Zapier still tags it beta), and you pay in tasks: one per action that succeeds.

Beta app Zapier still marks this integration as beta.

See the 4 operations

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Overview

What the Folderit DMS Zapier integration actually does

It links your Folderit document space to the other tools your team uses, without code. Zapier watches a Folderit folder or an API path, and when something new shows up, it hands it to the next app. In the other direction, it can drop a file into a Folderit folder or call the Folderit API for you.

Three results come up again and again. First, a heads-up: New Folderit File spots a document added to a folder, and the next step warns the right person in a chat tool or creates a to-do. Second, a filing job: Import File places a file coming from an earlier step into the folder you pick, so nobody has to download and re-upload it. Third, the custom route: New Record and Send API Request read from or write to any Folderit API path you type, which covers what the two ready-made operations leave out.

Now the limits. There is no instant trigger here: both triggers poll, so on the free plan a new file can wait up to 15 minutes before the Zap notices it. There is no search step either, so a Zap cannot look up an existing Folderit file by itself. Moving, renaming or deleting has no dedicated action; the only door left open is Send API Request, and it expects you to know the API path you are after.

Comparing tools? The Folderit DMS Make integration page covers the same app on the other side, and the n8n vs Zapier comparison helps you pick a platform before you build anything.

Vocabulary

The Zapier words you'll meet on this page

Eight terms, one line each. Read them once and the rest of the page goes faster.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time that trigger event happens.
Trigger
The event that starts the Zap. With this app, it is a new file in a Folderit folder or a new record returned by the API.
Action
The step that does the work once the Zap is running: here, importing a file into Folderit or sending it an API request.
Task
The unit Zapier bills: one action that completes successfully. The free plan gives you 100 of them every month.
Polling vs instant
Polling means Zapier asks the app for new items on a timer. Instant means the app calls Zapier itself. Both Folderit triggers poll.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it there otherwise.
Connection
Your Folderit account linked to Zapier once, then reused by every step of every Zap that touches Folderit DMS.
Multi-step Zap
Anything beyond one trigger and one action. A second action or a filter turns a Zap into one, and it then needs a paid plan.
Cost

What a Folderit DMS Zap costs you

Watching Folderit is free. Zapier only counts the actions that go through.

  • Trigger check0 task
  • Successful action1 task each
  • Free plan100 tasks a month, two-step Zaps
  • Premium appNo, works on Free (beta)

The trigger never costs a task, however often Zapier checks the folder. Each action that succeeds counts once, and an action that fails is not billed. Folderit DMS is not a premium app, so the free plan is enough to start. That plan stops at two steps, though: one trigger, one action. Add a filter or a second action and the Zap becomes multi-step, which means a paid plan. Plan for that before you sketch a bigger workflow.

Connect

Connect your Folderit account in three moves

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. Have your Folderit login ready, with access to every folder you want the Zap to read or fill.

  2. 02

    Pick Folderit DMS

    Type Folderit DMS in the search box of the dialog, select it, then click Add connection. The connection you create here is the one every future Folderit step will reuse.

  3. 03

    Sign in and allow access

    Log in to Folderit in the tab that opens and grant Zapier access to the account. Once that is done, the connection shows up on the Apps page, ready to be picked in the editor.

First Zap

Your first Zap: a Slack ping when a client file lands

GoalAn accounting team gets a Slack message in its channel when a client drops a matching document into a shared Folderit folder.

  1. 01

    Create the Zap and set the trigger

    Create a new Zap, pick Folderit DMS as the app and New Folderit File as the event. Choose your connection, then fill in the Root UID of the shared client folder.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent files of that folder, so you work on a real one. Note which value tells you a file is worth a message.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, then set the field, the rule and the value spotted in the test. Pick a text rule for text, or the filter will never pass.

  4. 04

    Add the Slack action

    Add Slack with Send Channel Message, pick the channel and map the file details from the trigger into the message. Test this step once and read what came back.

  5. 05

    Publish

    Click Publish to switch the Zap on. With a filter it is a multi-step Zap, so it needs a paid plan; on Free, drop the filter and keep two steps.

Triggers

Folderit DMS triggers

2 events start a Zap when something happens in Folderit DMS. Zapier checks for them at the interval your plan allows.

1

New Record

Polling trigger

In Zapier“Triggers when a Folderit API GET request returns a new record.”

Point this trigger at a path of the Folderit API and it starts the Zap each time that path returns a record it has not seen before. It is the open-ended option: whatever the API can list, this trigger can watch.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
you need to react to something New Folderit File does not cover, such as the full list of entities in the account.
Watch out
the Endpoint Path field is required and only takes what comes after the account part of the address, for example /entities/all.
2

New Folderit File

Polling trigger

In Zapier“Triggers when a new file is added to the selected Folderit folder, optionally including subfolders.”

This one keeps an eye on a single Folderit folder and starts the Zap whenever a file is added to it. A checkbox lets you stretch the watch to the subfolders as well, which matters for folder trees sorted by client or year.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a team should hear about a new contract, invoice or scan without opening Folderit to check.
Watch out
the Folderit Root UID is required, and leaving subfolders unticked means files filed one level down never start the Zap.
Actions

Folderit DMS actions

Folderit DMS gives you 2 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Send API Request

Action

In Zapier“Sends a request to a Folderit API endpoint with custom parameters.”

Calls a Folderit API path with the method and parameters you set. Think of it as the spare key for anything the Import File action does not do.

When to use it
you know the Folderit API path for the job and no ready-made action fits.
Watch out
the HTTP method and the path are both required, and the path starts after the account part, for example /folders.
2

Import File

Action

In Zapier“Imports a file into the selected folder.”

Drops a file handed over by an earlier step into the Folderit folder you choose, so the document ends up filed without a manual download.

When to use it
files collected in another tool must end up archived in Folderit.
Watch out
every source field is required (file, ID, name, type, size, dates, link), plus the Root UID, so the step before must supply all of them.
When it breaks

When a Folderit DMS Zap breaks

Zapier links no help article to this app, so the traps below are the ones every Zap meets.

None of them is specific to Folderit. They still hit document workflows harder than most, because folders fill up in bulk and files are easy to write back where they came from. If one of them bites anyway, the Zapier troubleshooting page walks through the fixes.

  • Old files are never picked up

    A Zap only reacts to files added after you publish it. The documents already sitting in the folder stay where they are; moving that backlog is a separate job.

  • The Zap sets itself off

    Import a file into the very folder that New Folderit File watches and every import starts the Zap again. The task count drains fast, so aim at another folder.

  • A bulk upload gets held back

    Drop hundreds of scans at once, after a migration for example, and Zapier's flood protection can hold that huge batch back instead of running it.

  • The same file never runs twice

    Zapier remembers what a polling trigger has already returned. A file that shows up in several checks still starts the Zap once, which is usually what you want.
Need help

Need help automating Folderit DMS with Zapier?

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FAQ

Folderit DMS and Zapier: common questions

01Is the Folderit DMS Zapier integration free?
Yes, it works on the free plan, because Folderit DMS is not a premium app. That plan gives you 100 tasks a month and an unlimited number of Zaps. The catch is size: each Zap is limited to two steps, one trigger and one action. As soon as you add a filter or a second action, you need a paid plan. One more detail shows on the app page: Zapier still labels Folderit DMS as beta.
02How many tasks does a Folderit DMS Zap use?
One per action that succeeds, and nothing for the trigger. Zapier can check the Folderit folder as often as your plan allows without spending a single task, since looking for new data is free. A Zap with one action costs one task per new file. A Zap with three actions costs three times as much. An action that fails is not counted, so a broken Zap does not quietly drain your monthly allowance.
03Does Folderit DMS trigger a Zap in real time?
No. Both triggers, New Record and New Folderit File, are polling triggers. Zapier checks Folderit at a fixed interval: every 15 minutes on Free, every 2 minutes on Professional, every minute on Team and Enterprise. On paid plans you can also run a check by hand from the editor, which helps while you test. That delay is set by the app's own API, so it cannot be switched to instant from the editor.
04What does it take to connect Folderit DMS to Zapier?
A Folderit account and a Zapier account, nothing else. Shared folders add one condition: you also need read or write access on any folder you do not own and want the Zap to touch. The connection takes three moves: Apps, then + Add connection, then signing in to Folderit and granting access. After that, every Folderit step in every Zap reuses the same connection, so you only do it once and never per Zap.
05Why does New Folderit File miss files in subfolders?
Because the trigger only watches the folder set by its Root UID unless you tick the option to include subfolders. If your files are sorted into a tree, by client or by year, leave that box empty and anything filed one level down is ignored. Tick it, test the trigger again and check that the three files Zapier brings back come from the right places. Do it before you publish, not after.
06What if the Folderit operation you want is not listed?
Use the two API operations. Send API Request calls any Folderit API path with the method you choose, and New Record watches any path that returns records. Both need the path after the account part of the address, such as /folders or /entities/all. That route asks for some comfort with the Folderit API, but it reaches far beyond the two ready-made operations. Test each call once and read what comes back before you publish.
07Zapier, Make or n8n for Folderit DMS?
It depends on three criteria rather than on a winner. First, coverage: on Zapier you get two polling triggers and two actions, so check whether that matches your workflow. Second, budget: the free plan works here but stops at two-step Zaps and 100 tasks. Third, timing: a 15-minute delay on Free may or may not suit you, depending on how urgent a new document is. Check what each other platform lists for Folderit before deciding.
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