Application sorting and review workflow automation

Purpose

1.1. Automate the intake, sorting, assignment, review, and communication tasks related to research institute application processing.
1.2. Automates data extraction, categorical sorting (e.g., by program or qualification), reviewer assignment, notification sending, and outcome reporting for efficient academic administration.
1.3. Enforces automated version control, audit trails, and compliance for application workflows in specialized research institutes.

Trigger Conditions

2.1. New application form submitted via web portal or email attachment.
2.2. Application documents uploaded to a designated cloud folder (e.g., Google Drive, Dropbox).
2.3. Data entry in ERP, CRM, SIS, or custom database triggers automation.
2.4. Email received with specific keywords or attachments relating to applications.

Platform Variants (examples with function/API to configure)

3.1. Google Forms
• Feature/Setting: Automated form submission webhook trigger to initiate sorting.
3.2. Microsoft Power Automate
• Feature/Setting: “When a form is submitted” flow to automate data collection and routing.
3.3. Zapier
• Feature/Setting: Automate trigger via “New Submission in Typeform” and filter by criteria.
3.4. Slack
• Feature/Setting: Automate notifications of new sortable applications via Slack API “chat.postMessage”.
3.5. Trello
• Feature/Setting: Automatedly create and assign cards for each application using Trello API “cards POST”.
3.6. Airtable
• Feature/Setting: Automate new record creation from intake forms, automate sorting with scripts.
3.7. DocuSign
• Feature/Setting: Automatically send and receive e-signature requests for reviewers/administrators.
3.8. Dropbox
• Feature/Setting: Automate file intake via “file uploaded to folder” webhook and move/categorize.
3.9. Salesforce
• Feature/Setting: Automated Application record creation via REST API, automating reviewer lookup.
3.10. Gmail
• Feature/Setting: Automate filtering of application emails, label, and forward via Gmail API.
3.11. Outlook
• Feature/Setting: Automatedly search and categorize incoming application emails, trigger subsequent workflow.
3.12. Asana
• Feature/Setting: Automate task creation and assignment for reviewers with “task POST” API.
3.13. Monday.com
• Feature/Setting: Automate board updates with new applications, automate status change on review.
3.14. Box
• Feature/Setting: Automatedly trigger “file uploaded” event to launch automator flows.
3.15. Jotform
• Feature/Setting: Automate data extraction on form submit, initiate automated review flows.
3.16. Smartsheet
• Feature/Setting: Create rows for new applications automatically, trigger notification automations.
3.17. Microsoft SharePoint
• Feature/Setting: Automate document sorting/upload, automate metadata population upon file upload.
3.18. AWS Lambda
• Feature/Setting: Automate backend application sorting/logging functions in serverless fashion.
3.19. HubSpot
• Feature/Setting: Automate CRM record creation and automate follow-up sequence with workflows.
3.20. SendGrid
• Feature/Setting: Automate and personalize notification emails to applicants/reviewers using “mail/send” API.

Benefits

4.1. Reduces manual tasks by automating end-to-end application sorting and review workflow.
4.2. Improves speed and consistency via automated sorting and reviewer assignment.
4.3. Ensures no critical applications are missed by automating notifications and escalations.
4.4. Boosts transparency through automated audit logs and status tracking.
4.5. Frees up administrative resources for higher-value academic tasks by automator-driven efficiency.