Document Workflow Software for State and Local Government
Move government document work forward securely.
Progress® ShareFile® software helps agencies collect files, coordinate reviews, capture e-signatures and exchange information with citizens, vendors and partner agencies in one organized platform.
Enterprise-grade security and privacy
Why ShareFile Software for Government Document Workflows
Modernize government document management by connecting requests, reviews, approvals and external collaboration instead of managing each step through separate tools. Empower your apps to improve operational efficiencies and streamline complex decision processes with automated machine learning and business rules.
Secure Collaboration
Exchange sensitive documents with citizens, contractors, consultants and partner agencies through permissions, authentication requirements and controlled access.
Document-Centric Workflows
Use Request Lists, Forms, tasks and project workspaces to collect information, coordinate reviews and capture approvals.
Enterprise Governance
Manage document access, review file activity and configure retention policies across internal and external participants.
See Government Workflows in Action
Apply document workflow management from government to everyday public-sector processes. ShareFile software connects documents, participants and progress across citizen intake, agency reviews and secure delivery.
Make Citizen Document Submissions Easier
Give residents a secure way to submit supporting files for permits, housing and other applications. Track outstanding items before staff review.
Simpler intake with fewer missing files.
Support Public Records Document Workflows
Collect responsive files, coordinate internal review and securely deliver approved materials alongside local government records management systems.
Clearer handoffs and delivery visibility.
Collect Grant Applications and Supporting Documents
Gather applications, supporting files and recipient reports with Forms and Request Lists. Organize documents by project and review status.
Less time chasing supporting files.
Streamline Vendor Onboarding and Procurement Documents
Request tax forms, insurance documents and certifications from vendors and contractors. Coordinate reviews and send eligible agreements for e-signature.
More organized onboarding and approvals
Manage Government HR Document Workflows
Collect onboarding documents, personnel forms and sensitive employee information with controlled access for authorized HR staff.
Consistent collection with restricted access
Exchange Public Safety Files with Authorized Parties
Share authorized case-related files, including large documents and media. Set permissions and review activity for approved recipients.
Controlled exchange and activity visibility
Create Secure Workspaces for Interagency Projects
Organize documents, tasks and feedback across departments and jurisdictions. Give agencies and consultants role-appropriate access.
Clearer coordination across agency boundaries
Support Secure Document Exchange for Education
Help schools and universities collect applications, transcripts and supporting files from students and families.
Easier submissions and organized review
How Does a Government Document Workflow Move from Submission to Secure Exchange?
Empower your apps to improve operational efficiencies and streamline complex decision processes with automated machine learning and business rules.
Submit
Gather documents and information through file requests, Request Lists and Forms. Show participants what to provide and track outstanding items.
Route
Organize submissions in dedicated workspaces and assign tasks to the people responsible for review.
Review
Review files, share comments and identify missing information while tracking request status.
Approve
Capture approvals and e-signatures for agreements and other eligible documents.
Exchange
Deliver finalized documents through controlled links and permission-based access for citizens, vendors or agency partners.
Track
Monitor request status and file activity to support oversight of document access and exchange.
Email, Paper and Manual File Transfer vs ShareFile Government Workflows
| Common Approach | Typical Gap | How ShareFile Software Supports the Workflow |
|---|---|---|
| Email attachments and paper submissions | Staff may sort through multiple versions and follow up individually for missing files. | Keeps requests and supporting documents together so participants see what to submit and staff see what remains. |
| Manual reviews and approvals | Teams may have limited visibility into who reviewed a document or what is delaying completion. | Connects feedback, assigned tasks, request status and e-signatures in one workflow. |
| Forwarded files and manual transfer | Agencies have less visibility after attachments leave an inbox. | Supports secure file sharing for government with permissions, authentication requirements and file activity reporting. |
Does ShareFile Software Support Secure File Sharing for Government?
Public sector teams need security controls that fit how they exchange sensitive information. ShareFile software combines encryption, MFA, SSO, permission controls, authentication requirements and file activity visibility to support agency security and governance practices.
Encryption
Files stored on ShareFile servers use AES-256 bit encryption. TLS encrypts file transfers, and encrypted email supports sensitive messages and attachments.
Authentication
Use multi-factor authentication, single sign-on and configurable authentication requirements to control sign-in and access.
Access Control
Set permissions for users, folders and shared files. Limit external participants to information needed for a specific engagement.
Compliance Support
ShareFile software maintains a SOC 2 Type II report and ISO 27001 and ISO 27701 certifications. Security controls help support applicable requirements, while agency compliance depends on configuration and use.
Retention and Storage
Configure retention policies, including automatic deletion after a specified period. Evaluate available storage and region options against agency needs.
Activity Visibility
Review file access and sharing through activity logs and reporting to support oversight and audit reviews.
Customer Stories and Real-World Results
Job placement business gets GDPR compliant with
Learn MoreHow a Local Government Secured File Sharing and Saved Days Per Agreement with ShareFile Software
Learn MoreShareFile Enables the Province of Alessandria with a Secure Implementation of Remote Working
Learn MoreWorks with Your Existing Technology
Connect ShareFile software with approved productivity and business tools already used across your agency.
Microsoft 365
share files directly from Outlook, Word, Excel and PowerPoint.
Google Worksplace
share secure file links through Gmail and Google Drive integrations.
Salesforce
support lead management and client onboarding.
Zapier
connect ShareFile with 4,000+ applications.
Mobile Apps
for iOS and Android to support secure access from anywhere.
FAQs
How Can Education Teams Use ShareFile Software for Document Workflows?
Public K–12 districts, colleges and universities manage document-intensive processes involving students, families, faculty, administrators and external partners.
ShareFile software can help education teams securely collect, share, review and manage documents for processes such as student forms, enrollment documentation, administrative approvals, vendor collaboration, HR documentation, contracts and other institutional workflows.
Secure digital workflows can help reduce paper-based processes and make it easier for students, families and staff to exchange information with the institution.
Move Government Document Work Forward
Modern government services depend on information moving securely between people, departments and organizations. From citizen submissions and approvals to vendor collaboration and interagency file sharing, simplify government document management, reduce manual processes and maintain control over sensitive information.