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Document management in WorkflowMax

Posted 5 years ago in Advisors by
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The cloud has delivered up some amazing document management platforms. Think of Box, Dropbox and Google Drive (just to name a few) and you think inexpensive, accessible, easy to use and fully functional document management solutions.

Gone are the days where as a small business owner you need to fork out thousands of dollars in server infrastructure to store your data. Driving the cost of storage down through economies of scale, firms like Box have built out a platform that isn’t just about data storage. With a richness of interface and a wide ecosystem of integrated solutions, as an SME you get a robust, low cost, feature complete storage solution with the ability to access and share your documents with clients, suppliers and staff anywhere in the globe.

So what has all this got to do with WorkflowMax? Well there are a lot of documents that WorkflowMax users store against jobs and clients. Contracts, emails, low res PDF’s of artwork, excel spreadsheets, photographs – you name it, it is in there. However there are limitations to our current document repository, with no sharing or versioning.

So rather than reinvent the wheel, we thought a much cleverer idea would be to leverage the massive investments that the storage vendors are making with their own document management platforms. As a WorkflowMax user you now have the choice to integrate with Box, Dropbox and Google Drive.

The way it works is the documents tab against the client or the job in WorkflowMax acts like a window into the document management platform of your selection. So for example if you want to take photos from your iPhone using the Box mobile app, these can be stored directly against the Client and or the job in WorkflowMax. When you look in Box they are there and when you look at them in WFM they are also there. Magic! Uploading a file directly against a client in WFM will push that same file into Box so you can see it there and even share it with your client.

If you want to leverage the power that the document platforms offer such as document collaboration, sharing and really cool mobile access then you will love this integration. Keep a lookout for our upcoming integration with SharePoint platforms like Suitefiles.

To learn more about setting up the integration and navigating this feature, you can check out the WorkflowMax Support Centre for detailed guidance.


Heidi Seal
April 30, 2013 at 2.03 pm

Awesome…thanks team!

April 30, 2013 at 4.37 pm

Looks great!

What about legacy DM systems? How easy is it to migrate that data to the cloud?

Gavin George in reply to Angus
April 30, 2013 at 4.50 pm

@ Angus – our plan will always be to promote integration with cloud based document management solutions, as opposed to looking at integrating with desktop or proprietary solutions. The next cab off the rank (hopefully in the next 2-3 months) will be Sharepoint Online that is part of the Office365 platform which the teams @ The Full Suite and HubOne have done an amazing job of reskinning. Both of these Xero partners have also built sensational tools for getting your legacy documents into the cloud. I do know that Box, Dropbox and Google Drive all have sync tools which you can download and will manage the synchronisation process to the cloud in the background for you.

April 30, 2013 at 5.14 pm

Absolutely fantastic news! Have been keen to have this feature for a while. It will work so well in fully integrating our systems.
Thanks guys. 🙂

Gayle Buchanan
April 30, 2013 at 7.44 pm

simply marvellous

First Class Accounts - Pyrmont
April 30, 2013 at 10.50 pm

Thank you so much, I have been wanting to have this future for a while.

May 1, 2013 at 2.22 am

Nice to see this kind of approach as it helps to reduce data duplication across multiple cloud platforms. Would be great to see this code applied to Xero (seeing as WorkflowMax and Xero are the same company, shouldnt be that hard?) For example, the ability to attach contract documents or reference material from your own Google Drive file system to contacts and invoice inside Xero. And by attach I mean a simple text link integration – A crm called insightly already does that here – – and goes on to say:

Google Drive Integration
Search or browse your files in Google Drive from within Insightly, and link and attach any Google Doc or file to the relevant contact, organization, project or opportunity. You can even attach whole folders to items in Insightly with a click. And with 5GB free from Google with every account you have plenty of space to store, share, link, and collaborate.

By allowing Xero users to assign a simple link to a Google Drive folder like Insightly, users could create functionality not currently available in Xero by thinking outside the box. i.e. Xero works as a CRM (sort of) but with limited information. By using the above with a link to a folder, one could create folders for each project and google docs within the folder to track more detailed information and history about a client. A sort of pseudo-CRM for those perhaps waiting for Xero to get to the some of the topics here –


May 1, 2013 at 10.42 am

Awesome, and what’s really cool about this is that you didn’t narrow it down to one particular platform.

Julie Russell
May 2, 2013 at 10.15 am

Thanks team – another big help!!

January 17, 2014 at 11.54 pm

It’s great to see the integration as above. Less duplication as easier navigation can only help with us promoting the workflowmax software.

Paul the IT Support guy
February 8, 2014 at 6.32 am

I agree with Carl above, thanks for making this one multiple platform, great to see you being so open with it! keep up the great work.

paula hart
April 25, 2014 at 6.08 pm

i have used google drive as my document manager, but i find that it is very slow to bring up folders ie takes about 15 seconds to load a folder. So it is unworkable. Is this going to be rectified. Otherwise, i am thinking about moving over to sharepoint, but i notice this is not one of the options, does this integration need to be done by a developer.

Jason Langworthy
April 30, 2014 at 10.05 am

@Paula, unfortunately, due to the design of Google Drive, our integration has to get more data and go through more steps to show a file list in WorkflowMax.

Dropbox and Box have simpler integrations and are therefore faster to use.

While we don’t provide an integration directly with Sharepoint, we have added an integration to SuiteFiles which is based on Sharepoint. would be the best place to start for information on this.

David Russell
May 13, 2014 at 3.26 am

I am looking at AODocs to handle DM it s based on google drive and allows you to add metadata to files. Ie year, company, trust and permanent file.

January 17, 2017 at 6.08 pm

Hi, thank you for this post I agree with you that Driving the cost of storage down through economies of scale, firms like Box have built out a platform that isn’t just about data storage. very useful information

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