Files.com Automations automate file actions such as Create Folders, Copy Files, Move Files, Import Files, Delete Files, and Run Sync. Each Automation runs based on a trigger like file uploads, file modifications, deletions, inbound webhooks, or scheduled time intervals.

Automations ensure that files are handled the same way every time. This includes naming them consistently, placing them in the right folders, or cleaning up outdated data. It eliminates inconsistencies that often happen with manual processes and makes your workflows more reliable and predictable. They also help reduce errors by eliminating repetitive manual steps and can automatically retry on failures to ensure reliability.

Use Automations to build workflows that respond to file activity or scheduled timing. For example, a file upload can trigger an Automation that copies the file to multiple destinations, renames it, or routes it to a remote server. Automation paths support wildcards, so a single Automation can apply to many folders. Paths can also reference folders that do not exist at the time of setup.

Automations give you full control over how and when file actions run. You can move or copy files to several destinations, flatten folder structures, rename files, and define specific execution conditions. You can run them entirely within Files.com or use them to connect to Remote Servers for delivery, archiving, or integration purposes.

Extending Automations with Integrations

Files.com connects with Amazon S3, Azure Blob Storage, Azure Files, Google Cloud Storage, and remote protocols such as SFTP, FTP, FTPS, and WebDAV using Remote Server integrations. Files.com also supports integration with Boomi, Mulesoft, and Zapier. These integrations help Automations deliver files, receive data, and route content across systems. Common examples include connecting to downstream workflows, archiving to cloud storage, processing partner uploads, or syncing files with business applications.

Site Administrators can create and manage all Automations. Folder Administrators can create and manage Automations for folders they control.

Common Use Cases

Files.com Automations support a wide range of business scenarios across industries. They help teams eliminate repetitive tasks, reduce errors, and ensure secure and reliable file movement between systems, departments, and external partners. Below are few real-world examples of how organizations use Automations to streamline their workflows.

Example use case: Finance

Automations streamline how organizations handle documents such as invoices, bank statements, and reconciliation files. For example, accounting teams can automate the retrieval and transfer of monthly bank statements to accounting software, reducing the need for manual downloads and uploads. When invoices are uploaded to an intake folder, Automations can immediately copy them to finance, procurement, and compliance folders for review and tracking.

Example use case: Education

Automations simplify the process of managing student submissions and grading workflows. Instructors can collect files submitted to a shared inbox, automatically organize them into folders based on student name or ID, and then copy those files into folders for plagiarism checks. After review, the Automation can move the files to separate grading folders for faculty access, ensuring a structured and auditable flow.

Example use case: Retail

Automations help centralize point of sale data from distributed store locations. A global retailer can use Automations to collect sales reports from each storefront and move them into a centralized analytics system. This setup replaces hours of manual file handling per location and supports consistent reporting across regions. Companies have reported reducing new store onboarding time from several hours to under 30 minutes by using file transfer automation.

Example use case: Media and Entertainment

Automations handle the distribution of large video, audio, and creative files between teams and external partners. A production team can automate scheduled deliveries of high resolution content to post production houses or affiliates. This ensures all recipients receive the right version on time without delays caused by manual file uploads or email sharing.

Example use case: Healthcare

Automations support the secure and compliant exchange of medical records, lab results, and patient files between providers, labs, and insurance systems. As soon as a file is uploaded to a secure intake folder, Automations can encrypt and forward it to the appropriate destination. This helps healthcare organizations meet privacy and security requirements while improving processing speed and system coordination.

Example use case: IT Operations

Automations are used to handle scheduled backups and disaster recovery processes. Teams can configure Automations to copy business critical files from internal systems to offsite or cloud storage locations such as Amazon S3 or Azure Blob. These transfers happen on a fixed schedule and eliminate the risk of missed backups or data loss caused by manual errors.

Example use case: Multi Channel Distribution

Automations distribute product catalogs, digital assets, and marketing collateral to internal sales teams and external partners. Instead of sending files individually, an Automation can push updated files to designated folders used by resellers, field teams, or design agencies. This ensures that everyone accesses the latest version of the material without coordination delays.

Example use case: Secure Data Exchange

Businesses use Automations to send confidential files such as financial records, personally identifiable information, legal documents, or audit data to external partners with encryption and full audit logging. This is common in financial services, legal, and government sectors where compliance with standards like GDPR, PCI DSS, and HIPAA is required. Automations enforce secure delivery and reduce the risk of manual mistakes or unauthorized access.

Automations vs Folder Settings

Folder Settings apply to a single folder. They are removed when the folder is deleted. Automations work across many folders. You can define paths using wildcards and include folders that do not exist yet. Automations stay active even if referenced folders are deleted. This flexibility supports reusable and long-running workflows. Files.com blocks folder moves or copies into destinations with restrictive Folder Settings like filename or length limits.

Automations vs Syncs

Files.com offers both Automations and Syncs to support different types of file movement. Automations provide logic-driven, event-based workflows and can operate on one or more destination paths within the same automation. Syncs, on the other hand, focus on reliable file replication between remote systems, typically configured to push or pull from a specific remote location. Refer to Syncs vs Automations for a detailed comparison.