Glossary
Definitions of the terms you will meet across FileOnion and this documentation, in alphabetical order. Each links to the guide that covers it in depth.
- AI Request Builder
- The assistant built into the request composer. Describe the matter in plain language and it recommends a scoped set of document items with per-document checklists and a drafted title, which you edit before sending. See AI Request Builder.
- Assignee
- The team member responsible for a request. Assignment drives accountability and interacts with visibility — a private request is accessible only to its assignee and admins. See Teams & Sharing.
- Audit log
- A chronological record of actions taken in your organization — who did what, and when — used for compliance and review. Available on Professional and Enterprise plans. See Security.
- Checklist
- The list of acceptance criteria attached to a document item, telling the client exactly what a submission must include (for example, "all pages" or "issued within 90 days"). See Requests.
- Client portal
- The no-login page where a client views a request, uploads documents, and leaves comments. Clients reach it through a magic link — no account or password needed. See Client Portal.
- Community template
- A template published to the Template Library by another firm. Anyone can browse and use community templates; publishing your own requires a Professional or Enterprise plan. See Template Library.
- Curated template
- A template created and maintained by FileOnion, marked with a verified "Curated by FileOnion" badge in the Template Library.
- Document item
- A single requested document within a request — for example, "2024 W-2" — with its own status, checklist, and uploads. See Requests.
- Industry segment
- One of the five categories that organize the Template Library: Immigration, Tax & Accounting, Mortgage & Real Estate, Legal, and HR & Onboarding.
- Kanban board
- The board view of your pipeline, where requests appear as cards in one column per workflow stage and can be dragged between stages. See Kanban.
- Magic link
- A secure one-time link, delivered by email or text, that opens FileOnion without a password. Clients use magic links to reach the client portal; a secure magic link adds a one-time code. See Client Portal.
- Organization (tenant)
- Your firm's workspace in FileOnion, containing its members, clients, requests, templates, settings, and billing. A user can belong to several organizations and switch between them.
- Publisher attribution
- The label on a Template Library card identifying who published the template — either the "Curated by FileOnion" badge or the publishing firm's name.
- Request
- The core object in FileOnion: a titled set of document items sent to a client to collect files. A request moves through workflow stages from draft to approval. See Requests.
- Role
- A user's permission level in an organization: Owner (full admin, and the only role that manages billing), Admin, Member, Guest (read-only), or Client (external). See Team Members & Roles.
- Share link
- A link generated from a request's Share dialog that grants specific people access to that request when its visibility would otherwise exclude them. See Teams & Sharing.
- SLA
- The service-level target set on a stage — the number of hours a request should spend there, with an optional earlier warning threshold. Requests past their SLA are highlighted as overdue. See Workflows.
- Stage
- A step in a workflow, such as Sent, Needs Review, or Approved. Each stage has a name and color and can carry an SLA and an item limit. See Workflows.
- Team
- A named group of members within your organization, used for assignment and for "Team only" visibility. See Teams & Sharing.
- Template
- A reusable request definition — document items, checklists, and settings — used to create new requests without starting from scratch. See Templates.
- Template Library
- The built-in catalog of curated and community templates, organized by industry segment. Clicking Use template imports a copy for your firm. See Template Library.
- Template tag
- A keyword label attached to a template that makes it easier to find when browsing or searching the Template Library.
- Transition
- The movement of a request from one stage to another — for example, dragging its card to the next column on the Kanban board. Transitions can trigger workflow actions. See Workflows.
- Visibility
- The per-request setting controlling who in your firm can see it: everyone in the organization, the assigned team only, private (assignee and admins), or specific people it is shared with. Files inherit the visibility of the request they belong to. See Teams & Sharing.
- WIP limit
- The maximum number of requests a stage is meant to hold at once. The Kanban column shows the count against the limit and is flagged as Full at capacity. See Kanban.
- Workflow
- The ordered set of stages that requests move through, from creation to completion. Your firm can rename, recolor, and extend its workflow. See Workflows.
- Workflow action
- An automated task attached to a stage that runs in the background when a request enters it — for example, sending a notification. See Workflows.