FileOrbis Governance for Microsoft 365 | Learn More

FileOrbis Governance for Microsoft 365 | Learn More
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Content-Aware Approval2025-05-12T12:12:32+04:00

Secure File Sharing Starts with Smart, Content-Aware Approvals

Approve Before Sharing. Ensure every file is reviewed based on its content, sensitivity, and context—before it leaves your environment.

Secure File Sharing Starts with Smart, Content-Aware Approvals

Approve Before Sharing. Ensure every file is reviewed based on its content, sensitivity, and context—before it leaves your environment.

Approve with Confidence, Share Without Risk

Manual reviews and uncontrolled file sharing can expose your organization to compliance violations and data breaches. FileOrbis Content-Aware Approval automates this process—ensuring every file goes through a predefined, intelligent approval workflow before it’s shared.

With deep content inspection and automated rules, you gain full control over who can share what, when, and how—based on the data inside the document, not just its name or location.

How It Works?

FileOrbis enables organizations to create approval flows triggered by:

  • File content (e.g., sensitive terms, PII, financial data)

  • File metadata or classification labels

  • Sharing target (internal, external, guest)

  • User role or department

  • File location or system

All this happens in real time, and without interrupting user workflows. Approval requests are routed to designated approvers, logged, and tracked—creating complete visibility and auditability.

Approve Before Sharing

Key Benefits

✅ Approve Before Sharing
Files containing sensitive data are routed through approval before leaving the organization.

✅ Content-Driven Security
Policies are enforced based on actual content, not superficial file properties.

✅ Centralized Management
Approvals are managed from one dashboard, reducing overhead and delays.

✅ Prevent Data Leaks
Stop accidental or unauthorized sharing of critical documents.

✅ Compliance-Ready
Meet internal and external compliance requirements like GDPR, HIPAA, or NDMO.

✅ Increased Productivity
Automated workflows save time for IT, legal, and business teams.

Use Cases

✅ External Sharing Control

Block or route approvals for files leaving the company, based on content.

✅ Sensitive Data Handling

Flag files with PII, IP, or financials before they are emailed or uploaded.

✅ Cross-Team Workflows

Ensure HR, Legal, or Finance documents require manager or compliance approval.

✅ Guest or Contractor Access

Require explicit approval before sharing internal files with temporary users.

Security & Compliance
FileOrbis Content-Aware Approval is built to support your organization’s governance needs:

  • Full approval logs with time stamps
  • Audit-ready trail of decisions
  • Granular role-based access controls
  • Encryption at rest and in transit
  • Seamless integration with compliance workflows

Integrations & Compatibility
Works natively with:

  • FileOrbis Web & Desktop
  • Microsoft 365 (via FileOrbis Governance)
  • Secure File Sharing Links
  • Smart SFTP Automation
  • Virtual Data Rooms & Edge Servers

Frequently Asked Questions

What is content-aware approval?

Content-aware approval is a feature that inspects files for specific keywords, data types (like PII or financials), or metadata, and routes them through an
approval process before they can be shared—especially externally.

Administrators define approval rules based on department, content type, user roles, and more. These rules can be customized per project or business unit.

Yes. Once rules are in place, FileOrbis automatically detects conditions and initiates the appropriate approval flow, notifying the designated approver.

Absolutely. Content-Aware Approval works seamlessly with Microsoft 365 environments and is enhanced by FileOrbis Governance for Microsoft 365.

All actions are logged and visible through the FileOrbis dashboard. Each approval includes timestamps, approver details, and decision history for audit purposes.

4.9

by FileOrbis in Content Collaboration Tools

Gartner Peer Insight

The content-aware approval system has taken a lot of manual work off our plate. Files with sensitive
data get flagged and routed automatically—nothing slips through.

IT Security Lead, Banking Customer

Ready to Share Smarter?

Eliminate guesswork and reduce data risk. Let FileOrbis Content-Aware Approval give your teams confidence, control, and compliance.

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