Document management that lives in your own SharePoint
FigsFlow does the filing, naming, tagging and permissioning for your Canadian firm. Your Microsoft 365 tenant remains the master repository — SharePoint keeps the file.
How it arrived
Where it went
Runs on
- Microsoft 365
- SharePoint
- OneDrive
- Outlook
- Microsoft Entra ID
- Microsoft Graph API
- File Explorer and Finder
The hunt
The signed lease is somewhere. Finding it is the problem.
Between old Outlook threads, personal OneDrive folders and a shared drive nobody has tidied since the last reorganization, locating one client document can turn into a search across the whole firm.
The email thread
Somebody remembers it arriving as an attachment. Nobody remembers which thread, or whose inbox it landed in.
Checked · not foundSomebody's own folder
Saved into whatever folder they were working in that week. It is on their laptop, and they are on vacation.
Checked · not foundThe drive nobody owns
Reorganized twice since it was filed. The folder names made sense to the person who renamed them, and to nobody else.
Checked · not foundThat is not a training problem. It is what happens when everyone has their own way of filing and none of them is written down. FigsFlow gives every client document a consistent, searchable home inside the Microsoft 365 environment your firm already pays for.
The document view
Every client document in one list, on the record it belongs to
Filing is only half of document management. The other half is answering, months later, what came in, who sent it, which job it belongs to and whether it reached your tenant.
| Document | Client and job | How it arrived | Status |
|---|---|---|---|
| signed-lease.pdfLease agreement | Ridgeline Foods Ltd.T2 · FY2026 | Form request Today · 09:14 | Synced |
| bank-statements-q3.pdfBank statement | Ridgeline Foods Ltd.GST/HST · Q3 | Outlook attachment Today · 08:41 | Synced |
| t4-slips-2025.pdfTax slip | Client H (sole proprietor)T1 · 2025 | Form request Yesterday · 17:02 | Syncing |
| engagement-letter-signed.pdfEngagement letter | Ridgeline Foods Ltd.Onboarding · 2026 | E-signature 2026-08-28 | Synced |
| dividend-t5-slips.pdfDividend record | Marlow Interiors Inc.Financial statements · 2026 | Added in SharePoint 2026-08-27 | Picked up |
Every row points at a file in your own SharePoint library — FigsFlow holds the record and the metadata, never a second copy.
Found by metadata, not memory
Narrow by client, job reference, service type or who submitted it — instead of asking the person who handled it.
Status you can see
Each document carries a visible sync status, so “did that reach our SharePoint?” is a glance rather than an investigation.
One record per file
Files saved straight into SharePoint are detected and reflected back onto the right client and job, so the list stays complete.
Client codes, folders and naming
The filename stops being a matter of opinion
Every client gets a permanent code and a SharePoint folder built from your firm's folder template, with only the folders their services need and a folder for each job.
Your rules, not ours. You set the client code pattern, the folder name and the file-name segments. Already have client folders? FigsFlow can adopt them. Folders are tracked by their Microsoft ID, so a rename or move does not break the link — and nothing in your existing archive is renamed retrospectively.
C-RID-0001 — Ridgeline Foods Ltd. / 01 Permanent
C-RID-0001Client code-signed-leaseDocument type-20260902Submission date.pdfOriginal formatIn the flow
Where documents sit on the client record
Documents do not arrive from nowhere, and they do not dead-end once they are filed.
What feeds this module
- Client uploads through forms and requests.
- Inbound client attachments from Outlook, linked to the right client and job.
- Signed documents from e-signature and approvals.
- Files staff add directly in SharePoint — detected and reflected back onto the right record.
What it feeds downstream
- The AI assistant reads filed documents and extracts structured data for the relevant service — a T1 return, a set of financial statements.
- The audit trail records what was filed, by whom and when.
- Other systems can read the document record and a pointer to the file over the API.
Worth knowing: nothing is written back into your ledger software from this module. There is no direct accounting-software document feed today.
How it works
Four questions firms ask about where the file actually goes
How does SharePoint stay the master copy?
Every document is written into your own SharePoint or OneDrive library within minutes of submission. FigsFlow holds a file only while it waits to sync, and each document carries a visible status.
How are client folders built and named?
From your folder template, or from the client folders you already have. Documents are renamed to a configurable convention and tagged with metadata so they are findable by search.
What if somebody saves straight into SharePoint?
A document added directly into SharePoint, in line with the agreed folder structure, is detected and reflected back onto the correct client and job — the step that always gets skipped in March.
Who can open these files, and under whose rules?
Staff open files through their own synced OneDrive folder. Documents inherit the permissions you already configure in Entra ID, and stay under whatever retention policy you apply in SharePoint.
Reliability
A failed sync is loud, not silent
The risk with automatic filing is a document that quietly never arrives. Nothing is discarded and nothing fails invisibly — every document carries its status, and a failure escalates to a person.
The document is held
A document that cannot be written to your library is held safely, and the submission stays on the client record.
Retried automatically
The sync is attempted again at an interval your firm configures, without anyone having to notice.
An administrator is alerted
Still failing after the maximum retries? An administrator is alerted and it becomes somebody's task.
Re-run by hand if needed
A manual re-trigger is available, and the status updates once the file is in your library.
The contrast
One governed folder against five places a file could be
Not a comparison with another piece of software — a comparison with the personal OneDrive folder, the email attachment and the shared drive nobody has kept tidy.
Five plausible destinations, none agreed
- Saved wherever the person happened to be working
- Folder names drift as people reorganize
- Renamed to whatever made sense on the day
- Nobody records whether it was received
- Finding it depends on asking the right person
The structure exists only in individual habit, so it stops existing when that person is away.
One structure, applied every time
- Filed into your agreed folder hierarchy automatically
- Named to your convention and tagged with metadata
- Permissions inherited from your Entra ID groups
- Receipt recorded against the client and the job
- Searchable by client, service or date
Applied consistently inside the Microsoft 365 environment you already own.
By practice size
What this looks like at your size
One clean, consistent folder per client from the first job, with no filing structure to maintain on top of everything else.
Every team member's client work lands in the same structure, without a shared-drive policy nobody reads.
Folder and naming standards apply automatically as headcount grows, instead of being re-explained to every new hire.
Documents stay inside your own Microsoft tenant, under the retention and access policy your IT lead can verify directly.
Built on your own Microsoft 365 tenant
- SharePoint and OneDrive — the master document repository.
- Microsoft Graph API — how documents are written, read and detected.
- Microsoft Entra ID — single sign-on and inherited permissions.
- Outlook — inbound attachments routed into the same folders.
Microsoft 365 only
Google Drive, Google Workspace and Dropbox are not supported for document storage. Depth inside one environment is what lets FigsFlow inherit your permissions instead of recreating them. If your firm runs on Google Workspace, this module is not built for you today.
Governance
Why Canadian firms care where the file physically sits
Document storage stops being an IT question the moment your provincial CPA body or a client asks how long you keep records and who can reach them. One copy in one governed place answers that in a minute.
One retention policy, not two
Because SharePoint holds the master copy, the retention rules you already apply keep applying. There is no second store with its own deletion schedule to reconcile against your obligations under PIPEDA or provincial privacy legislation.
Evidence that survives a review
Client identification and engagement records are only useful if somebody can find them years later. Filing them consistently against the client is what makes that possible.
Access you can evidence
Permissions inherit from Entra ID, so who can open a client file is answered by your existing directory rather than a separate list nobody reviews.
This page describes how the software stores and permissions documents. It is not legal or regulatory advice — retention periods and record-keeping obligations depend on your professional body, your province and the engagement in question.
Related platform features
See it file into your own tenant.
Screen-shared, using your own folder structure. Upload a document on the call and watch it land in SharePoint — named, tagged and permissioned.