FileChimp Central features
Everything in FileChimp Central
One server for the whole office. File email from any Outlook to your file servers, SharePoint and OneDrive, by hand, as you send or automatically, then find it again.
Filing
File email where it belongs
From the Outlook pane
- Double-click a folder to file the email there, or pick several folders and file to all of them at once.
- Find any folder by name in seconds, in every location, including deep folders you haven’t opened.
- Suggested folders for each email, best first, each saying why: where its conversation was filed, where emails with the same people went, and folders named after a project number or reference in the subject.
- Recent and Favourites keep the folders you use most one click away.
- Save the email, the email and its attachments, or just the attachments. Make a new folder without leaving Outlook.
- File several selected emails in one go.
As you send
- File when sent: choose the folder while you write, and the email is filed once it has gone.
- On a reply or forward, file the email you are answering to the same folder too.
- Your company decides whether Send asks where to file, insists on a folder, or doesn’t ask.
- Replies can follow their conversation to the same folder without asking.
- No question at Send when a filing rule already knows where the email goes.
Automatic filing rules
- Rules file incoming and sent email to the folder named after a project number, a [tag], keywords, the other party’s address, a category or the Outlook folder it was dragged to.
- Sender rules send everything from or to chosen addresses to one folder.
- Patterns are typed as an example, such as P-0000, and can be found even when people run the words together.
- Start with a trial run that only shows what the rules would do.
- Emails a rule can’t place go on a To file list with the reason, for the person to choose a folder.
- Rules act within a minute, or as soon as an email arrives. People can add rules for their own mailbox.
- On every plan, rules can save the email, its attachments or both: beside the email, in a sub-folder for each email, or in a set sub-folder such as Attachments.
- With Central Plus and Max, attachment rules sort attachments into sub-folders by file name, such as drawings into Drawings, when rules file them and when people save them by hand.
- With Central Plus and Max, rules also read shared mailboxes such as accounts@ or info@, filing the email that comes in from outside. Each shared mailbox uses one licence.
Storage and Outlook
Your folders, your formats, every Outlook
Your own storage
- File servers, SharePoint and OneDrive, side by side in one list. SharePoint and OneDrive come with Central Plus and Central Max.
- Several offices: each office’s server appears under its own name.
- Each person sees only the folders Windows lets them open, and files only where Windows allows.
- The person who filed an email is shown as the file’s owner in File Explorer.
- Nothing is stored with us, so there are no storage charges.
How email is saved
- Save as .eml, Outlook .msg or PDF, or keep the email and add a PDF copy beside it.
- PDF/A for long-term records, with PDF and picture attachments added into the one PDF.
- Your own file name templates for emails and attachments.
- Outlook isn’t needed on the server, and an email that can’t be converted is saved as .eml, never lost.
Back in Outlook
- Filed emails get a category, and opening one shows where it was filed, when and by whom.
- Emails filed by a rule get their own colour, so you can tell them apart.
- Optionally move filed emails to a Filed folder or delete them. Emails a rule files as they arrive stay in the Inbox until you press Done.
- With Central Max, when a colleague files an email, everyone else’s copy is marked as filed by others.
- Undo a filing, or put an email back in the mailbox, if your company allows it.
- The Activity tab shows what you filed recently and what is still waiting.
Every Outlook
- New Outlook on Windows and Mac, Outlook on the web, iPhone, iPad and Android, and classic Outlook.
- The add-in loads from your own server, so new Outlook needs nothing installed on each PC.
- In classic Outlook, the Outlook Helper asks where to file at Send and adds a Done button.
- Microsoft 365 mailboxes, and with Central Max, Exchange Server in your own office (beta).
- Shows the real address each person will be sent to. In classic Outlook it also warns when a known name has a different address, a common sign of a fake email.
Search
Find it again
Search what you have filed
- Search filed emails and what is inside their attachments, from Outlook or the browser.
- Filters for sender, subject, file type, dates and attachments, or search inside one folder.
- Previews of emails and documents, with your words highlighted.
- Reply, reply all or forward from a search result (with the Outlook Helper on the PC).
- Scans and clear handwriting read with OCR.
- Each person finds only what they are allowed to open.
Search everything
- Every file type on your shares, not just email.
- SharePoint and OneDrive libraries, following SharePoint’s own permissions (Central Plus and Max).
- Photos found by what is in them, and by where they were taken: town, county, country or postcode. Worked out on your server, never sent anywhere.
- Files Microsoft Defender detects are blocked from opening in search (Central Plus and Max).
AI
- Ask questions in plain English and get answers from your documents.
- Connect AI assistants such as Claude to your search. They find only what each person may open.
Secure file transfer (Central Max)
Send and receive files
Send and ask
- Send large files by secure link from the Files tab in any Outlook, or the classic Outlook ribbon. Outlook’s size limit doesn’t apply.
- Ask people outside for files: they upload from a link with no account, and you are emailed when the files arrive.
- Send files and folders straight from file shares, SharePoint and OneDrive, with links that can always give the latest version.
- Secure notes for passwords or bank details: shown once, then deleted.
- Shared folders: share a real folder from your file server or SharePoint with people or a whole firm, to view, upload, or also replace files (the old one kept as a version only you see). Always up to date, nothing copied, and nobody outside can delete anything.
- Large attachments can be offered, or required, as a secure link at Send.
Track and file
- Everyone gets their own link: see who downloaded what, and when.
- Optional emails when files arrive, are first downloaded, or a link is about to end.
- File what arrives into the client’s folder in one click, recorded in your filing history.
- People you send to see everything you have shared with them on one page, after an emailed code.
Your administrator decides
- Turn each part on or off for staff: sending, asking for files, secure notes, and who may share folders, with locations that must never be shared and regular reviews of every share.
- How long links last, size limits, blocked file types, and download once, passwords or email confirmation: off, the sender’s choice, or always.
- Files kept on your server, a network share or your own SharePoint, encrypted, and checked by Microsoft Defender before anyone can download them.
- Your logo, colours and wording on the pages people outside see. They never reach your dashboard.
For IT
Easy to set up and run
Set up
- One installer on one Windows server. Branch offices join it with their own installer.
- A setup checklist in the dashboard checks each step, with a button to the page that fixes it.
- The Microsoft 365 connection is made for you in one sign-in, with only the permissions you choose. A restricted set-up limits it to chosen mailboxes and sites.
- People connect with a code emailed to them, with no passwords to hand out. Who may connect can follow a Microsoft 365 group.
Run
- Updates install themselves, never in the middle of filing or indexing.
- Nightly backups of settings and filing history, with a second copy on another disk or share.
- One web dashboard: filing statistics, your filing history with export to Excel, and, with Central Plus and Max, the company’s filing history for administrators.
- Your colours, logo and font on the dashboard, the add-in and search.
Your data
- Filed email goes from the mailbox, through your own server, to your own folders.
- Filing history, statistics and search stay on your server and are never sent to us.
- Support can sign in only when you allow it, read-only unless you choose otherwise, and every visit is recorded.
- Diagnostics are sent to support only when an administrator chooses to.
Which plan?
Find the right plan in a minute
Answer a few questions about your team and we’ll recommend a plan, with the price.
Plans
Compare the plans
Each plan includes everything in the one before it. See prices or volume discounts, or answer a few questions and we’ll recommend one.
| Central | Central Plus | Central Max | |
|---|---|---|---|
| Filing | |||
| File from the Outlook pane, with suggested folders | ✓ | ✓ | ✓ |
| File to several folders at once, and several emails in one go | ✓ | ✓ | ✓ |
| Find any folder by name | ✓ | ✓ | ✓ |
| Recent and Favourite folders | ✓ | ✓ | ✓ |
| File when sent | ✓ | ✓ | ✓ |
| Automatic filing rules and the To file list | ✓ | ✓ | ✓ |
| A trial run that shows what the rules would do | ✓ | ✓ | ✓ |
| Rules also save attachments as separate files | ✓ | ✓ | ✓ |
| Attachment rules: attachments into sub-folders by file name | – | ✓ | ✓ |
| Rules for shared mailboxes, such as accounts@ or info@ | – | ✓ | ✓ |
| Undo a filing | ✓ | ✓ | ✓ |
| Filed emails marked with a category in Outlook | ✓ | ✓ | ✓ |
| Colleagues’ copies marked as filed | – | – | ✓ |
| Your own filing history and statistics, with export to Excel | ✓ | ✓ | ✓ |
| Company filing history for administrators | – | ✓ | ✓ |
| Where and how email is saved | |||
| File servers and shared folders | ✓ | ✓ | ✓ |
| SharePoint and OneDrive | – | ✓ | ✓ |
| Save as .eml, Outlook .msg or PDF, with PDF/A for long-term records | ✓ | ✓ | ✓ |
| Your own file name templates | ✓ | ✓ | ✓ |
| Branch offices each see their own server’s folders | ✓ | ✓ | ✓ |
| The person who filed shown as the file’s owner in File Explorer | ✓ | ✓ | ✓ |
| Outlook and mail | |||
| New and classic Outlook, web, phone and tablet | ✓ | ✓ | ✓ |
| Outlook Helper for classic Outlook: asks where to file at Send | ✓ | ✓ | ✓ |
| Warning in classic Outlook when a known name has a different address | ✓ | ✓ | ✓ |
| Copy or email links to files and folders from File Explorer | ✓ | ✓ | ✓ |
| Microsoft 365 mailboxes | ✓ | ✓ | ✓ |
| Exchange Server in your own office (on-premises) | – | – | ✓ (beta) |
| Search | |||
| Filed email and what is inside its attachments | – | ✓ | ✓ |
| Scans and clear handwriting (OCR) | – | ✓ | ✓ |
| Search from Outlook or the browser, with previews | – | ✓ | ✓ |
| Reply and forward from search results | – | ✓ | ✓ |
| SharePoint and OneDrive documents | – | ✓ | ✓ |
| Virus protection in search | – | ✓ | ✓ |
| Every file type on your shares | – | – | ✓ |
| Photos by what is in them and where | – | – | ✓ |
| AI | |||
| Ask your documents | – | – | ✓ |
| Connect AI assistants such as Claude | – | – | ✓ |
| Secure file transfer | |||
| Send large files by secure link from Outlook | – | – | ✓ |
| Ask people outside for files | – | – | ✓ |
| File what arrives into your folders | – | – | ✓ |
| Send from file shares, SharePoint and OneDrive, with latest-version links | – | – | ✓ |
| Secure notes, read once | – | – | ✓ |
| Shared folders: company folders shared with people outside or whole firms | – | – | ✓ |
| Download tracking, expiry, download once, passwords and email confirmation | – | – | ✓ |
| Every file checked by Microsoft Defender | – | – | ✓ |
| Large attachments offered or required as a link at Send | – | – | ✓ |
| Every part set by your administrator, with your branding | – | – | ✓ |
| Setting up and running it | |||
| One server, one web dashboard | ✓ | ✓ | ✓ |
| Setup checklist in the dashboard | ✓ | ✓ | ✓ |
| Microsoft 365 connected in one sign-in, with a restricted set-up option | ✓ | ✓ | ✓ |
| Sign in with an emailed code, no passwords; access can follow a Microsoft 365 group | ✓ | ✓ | ✓ |
| Your own mail server (SMTP) for sign-in emails | – | – | ✓ |
| Your colours, logo and font | ✓ | ✓ | ✓ |
| Automatic updates and nightly backups | ✓ | ✓ | ✓ |
| Support access only when you allow it, with every visit recorded | ✓ | ✓ | ✓ |
| Email support and every update included | ✓ | ✓ | ✓ |
