Nextcloud is an established platform for file management and collaboration. However, as soon as companies want to digitally map more complex business processes, they often reach the limits of the standard features and existing workflow apps. Many requirements-such as multi-level approvals, flexible notifications, or integration with external systems-are difficult or even impossible to implement with built-in tools.
Our Approach: Collaboration and Custom Extensions
We recognized this gap and developed our own workflow engine, specifically tailored to meet our customers’ needs. The focus is on close collaboration: together, we analyze existing processes, identify automation potential, and develop customized workflow steps that integrate seamlessly into Nextcloud.
Our solution is designed to not only cover standard cases but also to flexibly map individual requirements. New steps, integrations, or automations can be added at any time-without disrupting existing workflows.
What’s Possible?
- Multi-level approval processes with individual rules and escalations
- Automated notifications via email, Nextcloud, or other channels
- Dynamic document processing (e.g., renaming, moving, archiving)
- Integration of external systems (e.g., ERP, CRM, email, Slack, webhooks)
- Transparent tracking and complete audit trails
Why Not Just Use Nextcloud’s Standard Workflows?
The standard workflows in Nextcloud are sufficient for simple tasks but quickly reach their limits with more complex requirements. Many of our customers report that they cannot achieve the flexibility and reliability they need for their business processes with the available apps. That’s why we created a solution that specifically addresses these gaps and can be continuously developed further.
Practical Examples
- Invoice approval: Automated forwarding, multi-stage approval, audit-proof archiving
- Onboarding processes: Document management, automatic notifications, compliance checks
- Contract management: Dynamic approval paths, deadline monitoring, secure storage
- Quality management: Test reports, escalations in case of errors, complete traceability
Conclusion
Our workflow engine extends Nextcloud with the flexibility that modern companies need for their digital processes. In close cooperation with our customers, we develop solutions that truly fit-and that can evolve as requirements change.
Would you like to learn more? Contact us-we’ll be happy to show you how custom workflows in Nextcloud can look.