Swiftask automates file filing in ONLYOFFICE DocSpace. The AI identifies, renames, and moves your documents to the right folders as soon as they arrive.
Result:
Eliminate manual sorting work. Find every file instantly with a rigorous organization.
Document chaos hinders your productivity
Accumulating files without a structure in ONLYOFFICE DocSpace quickly becomes a major issue. Between poorly named folders, duplicates, and misplaced documents, your teams waste precious time every day searching for information instead of using it.
Main negative impacts:
Swiftask connects your workflows to ONLYOFFICE DocSpace. Our AI agent analyzes, categorizes, and archives every new file in the appropriate folder according to your business rules.
BEFORE / AFTER
What changes with Swiftask
Manual management
A team member receives a contract. They must open DocSpace, navigate through subfolders, rename the file according to the naming convention, then move it. If they forget, the file remains unsorted, making later search impossible.
Swiftask automation
As soon as the document is uploaded, the Swiftask AI identifies it, renames it automatically (e.g., '2023-Contract-Client-X'), and sorts it into the 'Clients/X/Contracts' folder. Everything happens in the background.
Setting up your automatic filing
STEP 1 : Define sorting rules
Configure the recognition criteria in Swiftask: keywords, file type, or sender.
STEP 2 : Connect to DocSpace
Link your ONLYOFFICE DocSpace account to Swiftask to allow file reading and writing.
STEP 3 : Activate the AI agent
Turn on the agent to monitor your input directories and execute move actions in real time.
STEP 4 : Monitor operations
Check the activity log in Swiftask to ensure every file is correctly filed.
Intelligent classification capabilities
The agent analyzes text content, metadata, and origin context to determine the exact destination of the file.
Each action is contextualized and executed automatically at the right time.
Each Swiftask agent uses a dedicated identity (e.g. agent-onlyoffice-docspace@swiftask.ai ). You keep full visibility on every action and every sent message.
Key takeaway: The agent automates repetitive decisions and leaves high-value actions to your teams.
Benefits for your document management
1. Operational time savings
Automate repetitive sorting to free your teams from low-value administrative tasks.
2. Instant search
A consistent folder structure allows everyone to find their documents in seconds.
3. Total standardization
Apply your naming and filing conventions to 100% of documents without human error.
4. Enhanced compliance
Ensure all sensitive documents are stored in the appropriate secure folders.
5. No-code scalability
Adapt your filing workflows in just a few clicks as your folder structure evolves.
Security and privacy
Swiftask applies enterprise-grade security standards for your onlyoffice docspace automations.
To learn more about compliance, visit the Swiftask governance page for detailed security architecture information.
RESULTS
Impact on your productivity
| Metric | Before | After |
|---|---|---|
| Filing time | 3-5 minutes per document | 0 seconds (automated) |
| Misplaced documents | Frequent | Almost zero |
| Naming consistency | Variable | 100% compliant |
Take action with onlyoffice docspace
Eliminate manual sorting work. Find every file instantly with a rigorous organization.