Documentation

Welcome to Infile documentation. Learn how to streamline your document collection workflow with secure, branded client portals.

Quick Start

Get up and running with Infile in minutes. Follow these steps to create your first document request:

1. Step 1: Create an account

   Sign up for a free 14-day trial at infile.com/auth. No credit card required. You'll receive a confirmation email to verify your account. Once verified, you'll be taken to your dashboard where you can start setting up your workspace.

2. Step 2: Add your clients

   Navigate to the Clients page from the sidebar. Click "Add Client" to enter client details manually, or use "Import CSV" to add multiple clients at once. Required fields include name and email address. You can also add phone numbers, company names, and custom tags for better organization.

3. Step 3: Create a template

   Go to Templates and click "Create Template". Give it a descriptive name like "Tax Documents 2024" or "Client Onboarding". Add sections to organize your form, then drag and drop field types (text, file upload, dropdown, etc.) into each section. Configure each field with labels, help text, and validation rules. Save your template when done.

4. Step 4: Send a request

   Click "New Request" from the Requests page. Select the template you created, choose one or more clients as recipients, set an optional due date, and add a personalized message. Click "Send Request" and your clients will receive an email with a secure link to upload their documents.

Account Setup

Configure your account settings to match your brand and workflow preferences. Proper setup ensures a professional experience for your clients and efficient workflows for your team.

Profile Settings

Access your profile settings by clicking your avatar in the top right corner and selecting "Settings". Here you can:

• Company Information: Update your firm or company name, which appears on all client communications and the portal header.
• Logo Upload: Upload your company logo (recommended size: 200x200px, PNG or SVG format). This displays on the client portal and email notifications.
• Contact Details: Set your support email and phone number so clients know how to reach you with questions.
• Time Zone: Configure your time zone for accurate due dates and timestamps.

Team Management

Collaborate with your team by inviting members and assigning appropriate roles:

• Invite Team Members: Go to Settings → Team and click "Invite Member". Enter their email address and select a role. They'll receive an invitation email to join your workspace.
• Role Assignment: Choose from Admin (full access), Manager (can create and manage requests), Member (can create requests for assigned clients), or Viewer (read-only access).
• Permission Control: Admins can customize permissions for each role, controlling access to sensitive features like billing, client data, and exports.
• Activity Monitoring: Track team member activity and see who created, sent, or reviewed specific requests.

Branding

Create a seamless, professional experience by customizing the client portal:

• Brand Colors: Set primary and accent colors that match your brand identity. These colors apply to buttons, links, and highlights throughout the client portal.
• Custom Domain: Use your own domain (e.g., portal.yourfirm.com) instead of the default Infile subdomain. Requires DNS configuration and is available on Pro and Enterprise plans.
• Email Templates: Customize the header, footer, and styling of automated emails to match your brand. Add your logo and adjust colors for consistency.
• Welcome Message: Add a custom welcome message that clients see when they first access the portal. Use this to provide context or instructions.

Creating Document Requests

Document requests are the core of Infile. Create custom forms to collect exactly what you need from clients.

Request Basics

Understanding the components of a document request helps you create clear, effective requests that clients can complete easily:

• Title: Give your request a clear, descriptive name (e.g., "Q4 2024 Tax Documents" or "New Client Onboarding"). This helps both you and your clients identify the request quickly. The title appears in the email subject line and at the top of the portal.
• Template: Select from your saved templates or create a new one. Templates define what information and documents you're requesting. You can preview the template before sending to ensure it includes everything you need.
• Recipients: Choose one or more clients from your client list. You can send the same request to multiple clients at once, and each will receive their own unique, secure link. Use the search and filter options to find clients quickly.
• Due Date: Set an optional deadline for submission. Clients will see this prominently in the portal and receive reminder emails as the due date approaches. You can always extend the due date later if needed.
• Message: Add personalized instructions or context for your clients. This message appears at the top of the portal and in the initial email. Use it to explain why you need these documents, provide guidance, or set expectations.
• Priority Level: Mark requests as Normal, High, or Urgent. High-priority requests are highlighted in the client portal and send more frequent reminders.

Automated Reminders

Automated reminders help ensure timely submissions without manual follow-up work:

• Reminder Schedule: Configure reminders to send automatically at intervals you choose: 24 hours, 48 hours, 3 days, or weekly. Reminders only go to clients who haven't completed their submission.
• Custom Reminder Text: Personalize the reminder message to match your tone. The default message is professional but friendly, and you can adjust it to be more formal or casual as needed.
• Smart Timing: Reminders are sent during business hours in the client's time zone (if available) to maximize response rates.
• Escalation Reminders: Set up escalating reminders that become more urgent as the due date approaches. For example, a gentle reminder 7 days before, a firmer reminder 3 days before, and a final urgent reminder 1 day before.
• Manual Reminders: You can also send one-off reminders at any time from the request detail page. This is useful for following up with specific clients who need extra attention.

Managing Requests

Track all your document requests in one place. Filter by status, client, or due date to stay organized.

Request Dashboard

The requests dashboard is your command center for tracking all document collection activity:

• Overview Cards: At the top of the dashboard, see quick stats including total active requests, completion rate, overdue requests, and requests due this week.
• Request List: View all requests in a sortable table showing title, client name, status, due date, and last activity. Click any request to view full details.
• Filters: Filter by status (Pending, In Progress, Submitted, Approved), client, template, date range, or priority level. Save frequently used filter combinations for quick access.
• Search: Use the search bar to find requests by title, client name, or template name. Search is instant and works across all your requests.
• Status Indicators: Color-coded badges show request status at a glance. Red indicates overdue, yellow for due soon, green for completed, and blue for in progress.
• Quick Actions: Hover over any request to reveal quick action buttons: send reminder, view details, download submission, or archive.

Bulk Actions

Save time by performing actions on multiple requests simultaneously:

• Select Multiple: Check the boxes next to requests or use "Select All" to choose all visible requests. The bulk action toolbar appears when you have items selected.
• Send Reminders: Send reminder emails to all selected clients who haven't completed their submissions. Customize the reminder message before sending.
• Update Due Dates: Extend or change due dates for multiple requests at once. Useful when you need to give all clients more time.
• Change Status: Move multiple requests to a different status (e.g., mark as "Under Review" or "Approved") in one action.
• Archive Requests: Archive completed or cancelled requests to keep your dashboard clean. Archived requests can be restored later if needed.
• Export Data: Export submission data from multiple requests to CSV or download all files as a ZIP archive.

Request Status

Understanding request statuses helps you track progress and know when action is needed. Requests automatically move through different statuses as clients respond:

• Pending: The request has been sent to the client but they haven't opened the portal yet. Clients receive an email with a secure link. This status typically lasts until the client clicks the link.
• In Progress: The client has opened the portal and started filling out the form or uploading documents, but hasn't submitted yet. You can see which fields they've completed in the request details. The client can save their progress and return later.
• Submitted: The client has completed and submitted all required documents and information. You'll receive an email notification when this happens. The submission is now ready for your review.
• Under Review: You or a team member has marked the submission as being reviewed. This status helps coordinate team workflows and prevents duplicate review work. You can assign specific team members to review requests.
• Approved: The submission has been reviewed and accepted. The client receives a confirmation email. Approved requests can be archived or kept active for reference.
• Revision Requested: You've identified issues with the submission and need the client to make changes or upload additional documents. The client receives an email with your feedback and can resubmit. The request returns to "In Progress" status when they start making changes.
• Overdue: The due date has passed and the client hasn't submitted. This is indicated by a red badge. You can extend the due date or send urgent reminders.
• Cancelled: The request has been cancelled and the client portal link is deactivated. Use this when a request is no longer needed.

Template Basics

Templates are reusable forms that define what information and documents you need from clients. Think of them as blueprints for your document requests - create once, use many times.

Creating Templates

Build templates with an intuitive drag-and-drop editor that makes form creation simple:

• Template Name & Description: Start by giving your template a clear name and optional description. The description helps team members understand when to use this template.
• Add Sections: Organize your form into logical sections like "Personal Information", "Financial Documents", or "Supporting Materials". Sections help clients navigate long forms and make the experience less overwhelming.
• Drag & Drop Fields: From the field palette on the right, drag field types into your sections. Reorder fields by dragging them up or down. Delete fields by clicking the trash icon.
• Configure Fields: Click any field to open its settings panel. Set the field label, add help text, mark as required or optional, and configure validation rules.
• Preview Mode: Click "Preview" to see exactly what clients will see. Test the form by filling it out yourself to ensure everything works as expected.
• Save & Publish: Save your template as a draft to continue editing later, or publish it to make it available for creating requests.

Template Library

Save time by starting with pre-built templates designed for common use cases:

• Tax Document Collection: Pre-configured fields for W-2s, 1099s, receipts, and other tax-related documents.
• Client Onboarding: Collect contact information, business details, and initial documentation for new clients.
• Compliance Forms: Templates for KYC (Know Your Customer), AML (Anti-Money Laundering), and other regulatory requirements.
• Audit Preparation: Structured forms for collecting financial statements, supporting schedules, and audit documentation.
• HR Documents: Employee onboarding forms, benefits enrollment, and personnel file documents.

Browse the template library by clicking "Use Template" when creating a new template. You can customize any template to match your specific requirements.

Conditional Logic

Conditional logic makes your forms smarter by showing or hiding fields based on client responses. This creates a personalized experience and ensures clients only see relevant questions.

How Conditional Logic Works

Conditional logic uses "if-then" rules to control field visibility:

• Trigger Field: The field that clients interact with first (e.g., a dropdown asking "Are you a business or individual?")
• Condition: The rule that determines when to show/hide fields (e.g., "If answer equals 'Business'")
• Target Fields: The fields that appear or disappear based on the condition (e.g., "Show EIN field and Business License upload")

Setting Up Logic Rules

Add conditional logic to any field in the template editor:

1. 1. Select the Target Field: Click on the field you want to show/hide conditionally. This opens the field settings panel.
2. 2. Add Logic Rule: In the settings panel, click "Add Conditional Logic". Choose "Show this field if..." or "Hide this field if..."
3. 3. Choose Trigger Field: Select which field's answer will trigger this rule. Only fields that appear earlier in the form can be used as triggers.
4. 4. Set Condition: Choose the condition type (equals, not equals, contains, is empty, is not empty) and specify the value to match.
5. 5. Test Your Logic: Use preview mode to test the logic by filling out the form and verifying fields appear/disappear as expected.

Advanced Logic Patterns

• Multiple Conditions: Combine multiple conditions with AND/OR logic. For example, "Show field if entity type is 'Corporation' AND revenue is greater than $1M"
• Chained Logic: Create sequences where field B depends on field A, and field C depends on field B. This creates branching paths through your form.
• Section Visibility: Apply logic to entire sections to show/hide multiple related fields at once.

Common Use Cases

• Entity Type Branching: Show different document requirements for individuals, partnerships, corporations, and LLCs.
• Yes/No Follow-ups: Ask "Do you have dependents?" and only show dependent information fields if they answer "Yes".
• Income Thresholds: Request additional documentation only from clients above certain income or revenue levels.
• State-Specific Requirements: Show different fields based on the client's state or jurisdiction.
• Service Selection: Let clients choose which services they need, then show only relevant document requests.

Field Types

Infile supports a comprehensive set of field types to collect different kinds of information. Choose the right field type to ensure data quality and make forms easier for clients to complete.

• Text (Short Answer): Single-line text input for names, addresses, account numbers, or any brief text. Set character limits and validation patterns (e.g., alphanumeric only).
• Long Text (Paragraph): Multi-line text area for descriptions, explanations, or notes. Clients can enter multiple paragraphs. Set minimum and maximum word counts if needed.
• Number: Numeric input with validation to ensure only numbers are entered. Configure decimal places, minimum/maximum values, and whether to allow negative numbers. Useful for amounts, quantities, or percentages.
• Date: Interactive date picker that prevents invalid dates. Set allowed date ranges (e.g., "must be in the past" or "between Jan 1 and Dec 31, 2024"). Automatically formats dates consistently.
• Dropdown (Select): Single selection from a predefined list of options. Ideal when you have many options (more than 5) or want to save space. Supports search functionality for long lists.
• Multiple Choice (Radio Buttons): Single selection displayed as radio buttons. Best for 2-5 options where you want all choices visible at once. Clients can see all options without clicking.
• Checkboxes: Multiple selections allowed. Clients can check as many options as apply. Set minimum and maximum number of selections if needed (e.g., "select at least 2").
• File Upload: Allows clients to upload documents and images. Configure accepted file types (PDF, JPG, PNG, DOCX, etc.), maximum file size, and whether multiple files are allowed. Files are automatically scanned for viruses.
• Signature: Electronic signature capture using mouse, touchpad, or touchscreen. Legally binding and includes timestamp and IP address. Clients can type their name or draw their signature.
• Email: Email address input with automatic validation to ensure proper format (e.g., user@domain.com). Prevents typos and invalid email addresses.
• Phone: Phone number input with automatic formatting based on country. Validates phone number format and can require specific formats (e.g., US: (555) 123-4567).
• Address: Structured address input with separate fields for street, city, state/province, postal code, and country. Includes address autocomplete for faster entry.
• Yes/No (Boolean): Simple toggle or checkbox for true/false questions. Useful for consent checkboxes or binary choices.
• Currency: Monetary amount input with currency symbol and proper formatting. Automatically formats with commas and decimal places (e.g., $1,234.56).
• Section Header: Not a field, but a visual divider to organize your form. Add headers to separate different topics or sections.
• Instruction Text: Display-only text to provide guidance, instructions, or context. Use this to explain what's needed before a group of fields.

Adding Clients

Build and maintain your client database to send requests and track submissions efficiently. A well-organized client list makes it easy to find and communicate with clients.

Individual Clients

Add clients one at a time when you need to enter detailed information:

• Required Information: At minimum, you need the client's name and email address. The email is used to send document requests and notifications.
• Optional Details: Add phone number, company name, address, and custom notes. More information helps you identify and communicate with clients effectively.
• Client Portal Access: Each client automatically gets access to a secure portal where they can view all requests sent to them.
• Custom Fields: Add custom fields to track client-specific information like client ID, account number, or internal reference codes.

Bulk Import

Save time by importing multiple clients at once from a spreadsheet:

• CSV Format: Prepare your client list in CSV (Comma-Separated Values) format. Most spreadsheet programs like Excel or Google Sheets can export to CSV.
• Download Template: Click "Import CSV" and download our template file to see the required column format. The template includes headers for name, email, phone, company, and tags.
• Column Mapping: During import, you'll map your CSV columns to Infile fields. This allows flexibility if your spreadsheet uses different column names.
• Validation: The system validates email addresses and checks for duplicates before importing. You'll see a preview and can fix any errors before confirming.
• Update Existing: Choose whether to update existing clients or skip duplicates. Useful when you want to refresh client information in bulk.

Client Tags

Organize and categorize clients with tags for easier management:

• Create Tags: Add tags like "Tax Client," "Audit," "Priority," "Q1 2024," or any category that helps you organize. Use colors to make tags visually distinct.
• Multiple Tags: Assign multiple tags to each client. For example, a client could be tagged as both "Tax Client" and "Priority."
• Filter by Tags: Quickly find all clients with a specific tag. Click a tag to see all clients in that category.
• Bulk Requests: Send requests to all clients with a specific tag at once. Perfect for seasonal campaigns or group communications.
• Tag Management: Rename, recolor, or delete tags from the settings page. Changes apply to all clients with that tag.

Client Portal

Clients access a secure, branded portal to view requests and upload documents. The portal is designed to be intuitive and user-friendly, requiring no technical knowledge or account creation.

Portal Features

The client portal is packed with features that make document submission simple and secure:

• Mobile-Responsive Design: The portal works perfectly on smartphones, tablets, and desktops. Clients can upload documents from any device, anywhere. The interface automatically adapts to screen size for optimal usability.
• Drag-and-Drop Uploads: Clients can drag files directly from their computer onto the upload area. Multiple files can be uploaded at once. Real-time progress indicators show upload status for each file.
• Save Progress: Clients don't need to complete everything in one session. They can save their progress and return later using the same secure link. All entered data and uploaded files are preserved.
• Submission History: Clients can view their past submissions and download copies of what they've submitted. This provides transparency and peace of mind.
• Secure Token Access: Each client receives a unique, secure link that expires after use or after a set time period. No password or account creation required, reducing friction while maintaining security.
• File Preview: Clients can preview uploaded documents before submitting to ensure they've uploaded the correct files.
• Validation Feedback: Real-time validation shows clients which fields are required and if any information needs correction before they can submit.
• Progress Indicator: A visual progress bar shows clients how much of the form they've completed, encouraging completion.

Customization

Make the portal feel like a natural extension of your brand:

• Logo and Branding: Your company logo appears prominently at the top of the portal. Brand colors are applied throughout the interface for a cohesive look.
• Custom Domain: Use your own domain (e.g., documents.yourfirm.com) instead of a generic Infile URL. This builds trust and reinforces your brand.
• Welcome Message: Add a personalized greeting or instructions that clients see when they first access the portal. Explain what to expect and provide helpful guidance.
• Support Contact: Display your support email and phone number so clients can easily reach you if they have questions.
• Custom Footer: Add links to your privacy policy, terms of service, or other important pages.

Client Communication

Keep clients informed throughout the document collection process with automated, professional communications. Effective communication increases response rates and reduces back-and-forth.

Email Notifications

Clients automatically receive email notifications at key moments in the process:

• New Request Email: Sent immediately when you create a request. Includes the request title, due date, your custom message, and a secure link to the portal. The email is branded with your logo and colors.
• Reminder Emails: Automatically sent based on your reminder schedule to clients who haven't completed their submission. Reminders include how many days remain until the due date.
• Submission Confirmation: Sent immediately after a client submits their documents. Provides a confirmation number and summary of what was submitted. Reassures clients that you've received their information.
• Revision Request Email: Sent when you mark a submission as needing revisions. Includes your feedback and instructions on what needs to be corrected or added.
• Approval Notification: Sent when you approve a submission. Thanks the client for their submission and confirms the process is complete.
• Due Date Extension: Automatically notifies clients when you extend their due date, reducing confusion and showing flexibility.

Custom Email Templates

Personalize email communications to match your firm's voice and brand:

• Template Editor: Access the email template editor from Settings → Notifications. Edit the subject line, body text, and call-to-action button for each email type.
• Dynamic Variables: Insert variables like {{client_name}}, {{due_date}}, {{request_title}}, and {{firm_name}} that automatically populate with the correct information for each client.
• HTML Formatting: Use rich text formatting including bold, italics, bullet points, and links. Add your brand colors and styling.
• Email Preview: Preview how emails will look before saving changes. Send test emails to yourself to see the final result.
• Multiple Languages: Create email templates in different languages for international clients. Select the appropriate language when sending requests.
• Tone Adjustment: Customize the tone from formal to casual based on your client relationships and industry norms.

Dashboard Overview

Your dashboard provides a real-time view of all document collection activity, giving you instant insights into what needs attention and how your workflow is performing.

Key Widgets

The dashboard displays important metrics and information at a glance:

• Active Requests: Shows the total number of pending and in-progress requests. Click to see a filtered list of all active requests. The number updates in real-time as clients submit documents.
• Completion Rate: Displays the percentage of requests completed on time over the past 30 days. Track trends to see if your completion rate is improving. A higher rate indicates effective communication and reasonable due dates.
• Recent Activity Feed: Shows the latest client submissions, status changes, and team actions. See who submitted what and when. Filter by activity type or team member.
• Upcoming Deadlines: Lists requests due in the next 7 days, sorted by due date. Quickly identify which clients need follow-up. Click any request to send a reminder or view details.
• Overdue Requests: Highlights requests past their due date that haven't been submitted. Prioritize follow-up with these clients.
• Team Activity: See what your team members are working on. View who's reviewing submissions, sending requests, or communicating with clients.

Dashboard Customization

Tailor the dashboard to show the information most relevant to you:

• Widget Arrangement: Drag and drop widgets to rearrange them. Put your most-used widgets at the top for quick access.
• Date Range Filters: Adjust the time period for metrics (last 7 days, 30 days, 90 days, or custom range).
• Quick Filters: Filter dashboard data by client tags, templates, or team members to focus on specific segments of your workflow.

Key Metrics

Track performance with detailed analytics and insights. Use data to optimize your document collection process and improve client response rates.

Response Rates

Understand how quickly clients respond to your requests:

• Overall Response Rate: Percentage of clients who submit documents by the due date. Track this over time to measure the effectiveness of your communication strategy.
• Client-Level Insights: See which clients consistently respond quickly and which need more follow-up. Use this to adjust your approach for different client segments.
• First Response Time: Measure how long it takes clients to open the portal after receiving a request. Low open rates may indicate email deliverability issues or unclear subject lines.
• Reminder Effectiveness: Track how response rates improve after sending reminders. Optimize your reminder timing based on this data.

Time to Completion

Analyze how long the document collection process takes:

• Average Completion Time: Mean time from request sent to submission received. Use this to set realistic due dates for future requests.
• Completion Time by Template: Compare how long different types of requests take. Complex forms naturally take longer than simple ones.
• Seasonal Trends: Identify busy periods when clients take longer to respond (e.g., tax season, year-end). Plan accordingly and adjust due dates.
• Bottleneck Identification: See which fields or sections clients spend the most time on. Simplify or provide better guidance for these areas.

Template Performance

Evaluate which templates work best for your clients:

• Completion Rate by Template: Compare completion rates across different templates. Templates with low completion rates may be too complex or confusing.
• Field-Level Analytics: See which fields are most often left blank or cause errors. Improve field labels and help text based on this data.
• Revision Rates: Track how often submissions need revisions for each template. High revision rates indicate unclear instructions or validation issues.
• A/B Testing: Create variations of templates and compare their performance to continuously improve your forms.

Exporting Data

Export client submissions and documents for your records, integration with other systems, or compliance requirements. Infile makes it easy to get your data out in the format you need.

Export Formats

Choose the format that best suits your needs:

• PDF Export: Generate a complete, formatted PDF of the submission including all field responses and embedded documents. Perfect for client files, printing, or email. The PDF includes your branding and is professionally formatted.
• CSV Export: Export submission data to a spreadsheet format for analysis in Excel, Google Sheets, or database systems. Each field becomes a column, making it easy to sort, filter, and analyze data across multiple submissions.
• ZIP Archive: Download all uploaded files in a single compressed archive. Files are organized by client and request, with clear naming conventions. Ideal for backing up documents or transferring to another system.
• JSON Export: Export raw data in JSON format for developers integrating with other systems. Includes all metadata, timestamps, and relationships.

Bulk Exports

Export multiple submissions efficiently:

• Filter Before Export: Use filters to select specific submissions by date range, client, template, status, or tags. Only export the data you need.
• Scheduled Exports: Set up automatic exports that run daily, weekly, or monthly. Exports are emailed to you or saved to cloud storage (Dropbox, Google Drive, OneDrive).
• Batch Processing: Export hundreds of submissions at once. Large exports are processed in the background and you receive a download link when ready.
• Custom Field Selection: Choose which fields to include in CSV exports. Exclude sensitive fields or include only the data you need for specific reports.

Integration Options

• API Access: Use the Infile API to programmatically export data and integrate with your existing systems. Available on Pro and Enterprise plans.
• Webhooks: Receive real-time notifications when submissions are received. Automatically trigger exports or data syncs to other systems.
• Native Integrations: Connect directly with popular tools like QuickBooks, Salesforce, and practice management software.

Data Security

Your data and your clients' data is protected with enterprise-grade security measures. Infile takes security seriously, implementing multiple layers of protection to keep sensitive information safe.

Encryption

All data is encrypted at every stage:

• In-Transit Encryption: All data transmitted between clients and Infile servers uses TLS 1.3 encryption, the latest and most secure protocol. This protects data as it travels across the internet.
• At-Rest Encryption: All stored data, including documents and database records, is encrypted using AES-256 encryption. This military-grade encryption ensures data remains secure even if physical storage is compromised.
• Secure File Storage: Uploaded files are stored in secure, redundant cloud storage with automatic backups. Files are distributed across multiple data centers for reliability.
• Encryption Key Management: Encryption keys are managed separately from data and rotated regularly. Keys are never stored alongside the data they protect.

Access Controls

Strict access controls ensure only authorized users can view sensitive data:

• Role-Based Permissions: Team members only access what they need based on their role. Admins can view and modify all data, while Members may only see assigned clients.
• Two-Factor Authentication (2FA): Enable 2FA for an extra layer of account security. Requires a code from your phone in addition to your password when logging in.
• Session Management: Automatic logout after periods of inactivity. Sessions are invalidated when you log out, preventing unauthorized access from shared devices.
• IP Whitelisting: Restrict access to your account from specific IP addresses or ranges. Available on Enterprise plans for organizations with strict security policies.
• Audit Logs: Comprehensive logs track all data access and changes. See who viewed, modified, or exported data, with timestamps and IP addresses. Logs are immutable and retained for compliance.
• Single Sign-On (SSO): Integrate with your organization's identity provider (Okta, Azure AD, Google Workspace) for centralized access management. Available on Enterprise plans.

Data Retention & Deletion

Control how long data is kept and ensure secure deletion:

• Configurable Retention: Set automatic deletion policies for old submissions (e.g., delete after 1 year, 3 years, or 7 years). Helps meet data minimization requirements.
• Secure Deletion: When data is deleted, it's permanently removed from all systems including backups. Deletion is cryptographically verified and irreversible.
• Export Before Deletion: Receive automatic reminders to export data before it's deleted. Ensures you have local copies for your records.
• Right to Deletion: Clients can request deletion of their data at any time. You can process these requests with a single click, ensuring GDPR compliance.

Compliance

Infile helps you meet regulatory requirements for data handling and privacy across multiple jurisdictions and industries. We stay current with evolving regulations so you can focus on your work.

GDPR Compliance

Full compliance with the European Union's General Data Protection Regulation:

• Data Subject Rights: Built-in tools to handle data subject access requests (DSARs), right to erasure, and data portability. Process requests quickly and document compliance.
• Consent Management: Track and document consent for data processing. Clients can review and withdraw consent at any time through the portal.
• Data Processing Agreement: Infile acts as a data processor under GDPR. We provide a comprehensive Data Processing Agreement (DPA) that meets Article 28 requirements.
• EU Data Residency: Option to store all data exclusively in EU data centers. Ensures data never leaves the European Economic Area.
• Privacy by Design: Privacy features are built into every aspect of Infile, from data minimization to purpose limitation.

Industry-Specific Standards

Infile meets requirements for regulated industries:

• Accounting (AICPA): Complies with American Institute of CPAs standards for client data protection. Suitable for CPA firms handling sensitive financial information.
• Legal (ABA): Meets American Bar Association guidelines for technology and client confidentiality. Appropriate for law firms handling privileged communications.
• Financial Services (FINRA): Complies with Financial Industry Regulatory Authority requirements for recordkeeping and data security.
• Healthcare (HIPAA): HIPAA-compliant features available on Enterprise plans for organizations handling protected health information (PHI). Includes Business Associate Agreement (BAA).
• CCPA Compliance: Meets California Consumer Privacy Act requirements for businesses operating in California.

Compliance Documentation

• Security Questionnaires: We maintain responses to common security questionnaires (SIG, CAIQ, VSA) to streamline your vendor assessment process.
• Compliance Center: Access all compliance documentation, certifications, and policies from your account settings.
• Regular Updates: We notify you of any changes to our security posture or compliance certifications.

Permissions & Roles

Control what team members can do with granular permission settings. Proper role assignment ensures security while enabling collaboration.

Default Roles

Infile includes four pre-configured roles that cover most team structures:

• Admin: Full access to all features and settings. Can manage team members, billing, security settings, and all client data. Admins can create, edit, and delete anything in the account. Typically assigned to account owners and senior management.
• Manager: Can create and manage requests, add and edit clients, create templates, and view all submissions. Cannot access billing, security settings, or team management. Ideal for team leads and senior staff who need broad access without administrative control.
• Member: Can create requests and templates, but only for clients assigned to them. Cannot view other team members' clients or submissions. Good for staff who work with specific client portfolios.
• Viewer: Read-only access to requests and submissions. Cannot create, edit, or delete anything. Can export data and view analytics. Useful for auditors, compliance officers, or stakeholders who need visibility without making changes.

Custom Roles

Create custom roles tailored to your organization's needs:

• Granular Permissions: Mix and match over 30 individual permissions. Control access to specific features like client management, template editing, exports, or analytics.
• Permission Categories: Permissions are organized into categories: Clients, Requests, Templates, Analytics, Settings, and Billing. Grant access to entire categories or individual permissions within them.
• Data Scope: Define whether users can access all data, only their assigned data, or data from specific teams or departments.
• Role Templates: Save custom roles as templates to quickly assign the same permissions to multiple team members.

Permission Management

• Role Assignment: Assign roles when inviting team members or change roles at any time from the Team settings page.
• Multiple Roles: Assign multiple roles to a single user if needed. Permissions are additive - users get the combined permissions of all their roles.
• Permission Inheritance: Set default permissions for new team members. Automatically assign specific roles based on email domain or department.
• Audit Trail: Track all permission changes in the audit log. See who changed permissions, when, and what was changed.