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File tracking
Manage your files from start to finish with clear, shared, and actionable tracking
Centralize all your files in a structured application to track contacts, concerned services, tasks, documents, and associated events. You gain visibility, rigor, and speed of execution on each tracked matter.
Replace scattered tracking with a single and reliable file
When information is spread across emails, shared files, and Excel spreadsheets, it becomes difficult to know who is doing what, which documents are up to date, and which deadlines are approaching. This template brings together in one space the file sheet, stakeholders, tasks, documents, and events to ensure reliable operational management.
6
ready-to-use forms
100%
Customizable without development
France
Technology and hosting
6 linked forms to manage the complete cycle of a file
File
Central form to describe, prioritize, and manage each file from start to finish.
Contact
Contact sheet to track the people related to the files and their organization.
Service
Directory of concerned services, with their manager and the volume of files tracked.
Task
Actions to be executed around a file, with deadlines, priorities, and responsible parties.
Document
Management of documents and versions attached to each file to secure the document tracking.
Event
Tracking of meetings, appointments, and key moments associated with a file.
Everything needed to structure the tracking of a file
Complete file sheet
Record the reference, title, type, category, status, priority, summary, detailed description, source, and confidentiality level to frame each file from its opening.
Related stakeholders
Attach each file to a concerned service and a main contact to maintain a clear view of the stakeholders, responsibilities, and processing scope.
Related operational tasks
Create and track tasks related to the file with their status, priority, assignment, and key dates to advance actions without interruption.
Associated documents
Centralize the pieces, versions, and statuses of documents related to the file to have a coherent and easily consultable document base.
Events and appointments
Plan exchanges, meetings, and events related to the file to keep a history of interactions and prepare the next steps.
Ready-to-use management views
Track ongoing files, deadlines, tasks to do, validated documents, or upcoming events with views tailored to the daily needs of teams.
From the opened file to controlled closure
The template relies on a simple logic: a central file serves as an anchor point, then tasks, documents, and events attach around it. The links between forms allow for working in the correct order, maintaining consistent data, and tracking progress without loss of information.
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01
1. File creation
A file is opened with its reference, type, category, status, priority level, and context. This sheet becomes the common base for all upcoming actions.
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2. Linking the service and contact
The file is linked to a concerned service and a main contact. This link allows immediate knowledge of which team is following the matter and who needs to be kept informed.
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3. Breaking down into tasks
Tasks related to the file are created with a status, priority, due date, and responsible party. Each action remains visible from the file and can be tracked in planning or to-do views.
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4. Adding documents and reports
Documents associated with the file are deposited with their type, version, author, and status. Events can also generate a report to keep a usable history.
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5. Tracking deadlines and closure
Views by status, deadlines, validated documents, or upcoming events help teams prioritize, follow up, and close files with visibility.
An interface designed to track each file without losing track
All forms offered in the app templates are editable and adjustable to your business, as well as the colors and layouts.
A model adapted to organizations managing files to track over time
SMEs
Structure a simple and effective tracking to avoid oversights, better distribute actions, and centralize documents.
Large accounts
Standardize the management of multi-stakeholder files with shared views, clear responsibilities, and visible deadlines.
Public sector
Organize administrative files, exchanges, supporting documents, and processing dates in a readable framework.
Associations & NGOs
Maintain rigorous tracking of partner, beneficiary, project, or request files with a complete history.
Yes. The File form includes a file type, category, status, and priority, allowing the model to be adapted to different business contexts without changing the underlying logic.
Each task is linked to a file via the Linked file field. The file centralizes the list of tasks, making operational tracking and overall reading easier.
Yes. The Document form provides a reference, document type, version, status, author, and file, which helps maintain a clear and usable document base.
The views Ongoing files, By status, and Deadlines are particularly useful for tracking progress, prioritizing actions, and anticipating delays. The To-do, Planning, and Library views provide the same level of readability on tasks, events, and documents.
Yes. The links to the concerned service and main contact, combined with tasks, documents, and events, provide a shared vision suitable for teams collaborating on the same file.
Yes. Dedicated dashboards display the total number of files, closed files, critical files, distribution by status, and openings over time, which helps manage activity.
Install this file tracking template and adapt it to your business rules
Start with a ready-to-use structure to centralize your files, contacts, tasks, documents, and events. Then customize the fields, views, and tracking routines to fit exactly with your organization.
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