Frequently asked questions

FileFlow is a hierarchical filing system that helps you organize documents using a structured 5-level hierarchy with unique 10-digit file codes. It works like a digital filing cabinet — every document has exactly one place to live, making it easy to find anything instantly.

Choose "Start Free", enter your name, email and a password of at least 8 characters, then confirm your email with the code we send you. You can also sign up with Google.

Yes. The Free plan lets you build your hierarchy, upload documents and use the core features. Paid plans add storage, more pages of text recognition, organizations and team members; compare them on the Pricing page and change plan any time from Billing.

FileFlow is a web application that works in any modern browser (Chrome, Firefox, Safari, Edge) on desktop, tablet, and mobile devices. The interface automatically adapts to your screen size for the best experience.

After signing in, you will see your home screen. Start by creating a Project (the top level of your hierarchy), then add Subjects within it, and continue building your structure downward. An interactive tour will guide you through the key features on your first visit.

FileFlow is a product of KERN Technical Solutions (CR 7055103423), a Saudi technology company in Riyadh. KERN also makes other products, such as Aqarly for property management, and you can connect them to FileFlow if you choose. Reach us at support@kern.sa.

Every file in FileFlow gets a unique 10-digit code in the format PP-SSBB-DDFF. The first 2 digits represent the Project, next 2 the Subject, next 2 the Sub-Subject, next 2 the 2nd Sub-Subject, and the last 2 the File itself. This code lets you identify and locate any file instantly.

The hierarchy has 5 levels: Project → Subject → Sub-Subject → Second Sub-Subject → File. Each level can hold up to 100 items (numbered 00–99). Think of it like a filing cabinet: the Project is the cabinet, Subject is the drawer, Sub-Subject is the folder, Second Sub-Subject is a sub-folder, and the File is the individual document.

Yes. Use Move from an item's menu, or select several and choose Move, then pick the new place. Items move within the same workspace. Each keeps its number if the new place has it free; otherwise it takes the next free number and its code changes, and FileFlow tells you when that happens. A place that already holds 100 items can't take more.

File types are customizable templates that define sticker dimensions for printing physical labels. You can create file types with specific sizes (in pixels, centimeters, millimeters, or inches) and design custom sticker layouts with text, codes, QR codes, and images.

File details are text-based metadata entries (like notes or descriptions) attached to a file. Documents are actual uploaded files (PDFs, images, etc.) stored in the cloud. A single file can have multiple details and multiple documents.

FileFlow can generate printable QR code labels and custom stickers for your files. Scan a QR code with any device to jump directly to the digital record. You can design sticker layouts with the built-in editor and print them on adhesive label sheets for physical filing cabinets.

First draw your office once: rooms, cabinets and shelves (Settings → Office Layouts). Then open a file and choose Set Location, and tap the cabinet or shelf it sits in. Anyone who opens the file later can see exactly where to find it. In an organization, an admin sets up the office layout.

FileFlow uses AES-256 encryption to protect your file details and documents. Data is encrypted before being stored and can only be decrypted by authorized users. Your connection to FileFlow is secured with HTTPS/TLS encryption.

Two-step verification asks for a second proof each time you sign in, after your password: a code from an authenticator app, or a code sent to your email. Turn it on, or change the method, from Settings.

On the sign-in screen, tap "Forgot password?" and enter your email address. You will receive a 6-digit verification code in your inbox. Enter the code, then create a new password. If you are already signed in, you can change your password from Settings.

Yes. Go to Settings and scroll to the bottom to find the "Delete Account" option. You will need to confirm your password. Deleting your account permanently removes all your data, including projects, files, documents, connections, and shares. This action cannot be undone.

You can share any project, subject, sub-subject, or file with your connections. Open the item's menu and choose "Share." Select a connection, set an optional expiration date, and send. The recipient will see the shared item in their "Shared with me" section.

Connections are other FileFlow users you have linked with. You can send connection requests using a user's numeric UID (found in their settings). Once accepted, you can share files and items with each other. Manage your connections from Settings → Connections.

Organizations are shared workspaces where teams can collaborate on a unified filing system. The creator sets up the organization and invites members via email. Each organization has its own projects, files, and documents separate from personal workspaces.

Organizations have three roles: Admin (full access — create, edit, delete, and manage members), Editor (can create and edit items but cannot delete), and Viewer (read-only access). The organization creator has permanent Admin access. Roles can be changed by Admins.

Other KERN apps, such as Aqarly, can file documents into FileFlow after you approve them on a connection screen that lists what they may do. See them, and disconnect any of them, from Settings → Connected apps. Disconnecting stops the app's access at once; what it filed stays in your archive. In an organization, its admins can also disconnect apps that a colleague connected.

Yes. FileFlow supports CSV import. Prepare a CSV file with your hierarchy structure (project, subject, sub-subject, second sub-subject, file), then use Settings → Import to upload it. The system will validate your data and show any conflicts before importing.

Go to Settings → Export to download your entire filing hierarchy as an Excel spreadsheet (.xlsx). You can also export individual projects or branches. Additionally, you can export all documents as a ZIP file organized in folders matching your hierarchy.

FileFlow supports uploading most common file formats including PDFs, images (JPEG, PNG, GIF, WebP), and other document types. Uploaded images and PDFs support OCR (optical character recognition) to extract searchable text from the content.

Yes. Each plan includes a storage allowance, and add-ons can extend it. Billing shows how much you use and what counts towards it: documents in your personal space and in organizations you own, including items in the trash.

Tags are color-coded labels you can attach to any item in your hierarchy — projects, subjects, sub-subjects, second sub-subjects, and files. Create and manage tags from Settings → Tags. Use tags to add a flexible cross-cutting classification on top of the fixed hierarchy.

The global search (accessible from the home screen) searches across all projects, subjects, files, and documents. It matches item names, file codes, document keywords, and OCR-extracted text. You can filter results by type (projects, subjects, files, documents).

Yes. Tap the star icon on any project, subject, sub-subject, second sub-subject, or file to mark it as a favorite. Favorited items appear at the top of their respective lists for quick access.

When you delete an item, it moves to the Trash instead of being permanently removed. Items stay in the Trash for 5 days, during which you can restore them. After 5 days, they are automatically and permanently deleted. You can also manually empty the trash or restore all items at once.

Try refreshing your browser tab. If the issue persists, clear your browser cache and cookies for the site, then sign in again. Make sure you are using a modern browser (Chrome, Firefox, Safari, or Edge) with a stable internet connection.

Check that the file size does not exceed the upload limit and that you have a stable internet connection. Ensure the file format is supported. If the upload fails repeatedly, try a different browser or clear your browser cache and retry.

FileFlow syncs data in real-time over the internet. Verify your internet connection is active. Try refreshing the page. If using multiple tabs, close extra tabs and keep one active session. You can also check sync status from the sync indicator in the app.

Email support@kern.sa, or open Help → Contact inside the app. Include the email you sign in with and what you were doing when the problem happened.