Document upload and verification workflow

Purpose

1.1. Automate the collection, upload, verification, routing, and acknowledgment of applicant documents for architecture program admission.
1.2. Automatedly reduce manual processing by integrating admission forms, identity verification, transcript assessment, and portfolio management.
1.3. Automating workflows for document completeness, real-time notifications, error management, and compliance checks for higher education standards.

Trigger Conditions

2.1. Applicant initiates document upload via web portal or mobile app.
2.2. System detects new application record with pending “document received” status.
2.3. Receipt of an email with document attachments to a dedicated admissions address.
2.4. Application status updated to “awaiting verification” by system or staff review.
2.5. Scheduled batch check for missing or outdated documents in applicant profiles.

Platform Variants

3.1. Google Drive
• Feature/Setting: Drive API “Files: create” — automate file upload and folder categorization.
3.2. Dropbox
• Feature/Setting: /files/upload endpoint — automates storing and organizing applicant files in designated folders.
3.3. OneDrive
• Feature/Setting: DriveItem “/content” upload API — automates document ingestion into structured directories.
3.4. Box
• Feature/Setting: Uploads API — automates file receipts and version control in program-specific folders.
3.5. DocuSign
• Feature/Setting: Envelopes: create & recipient view — automates digital signature and confirmation of receipt.
3.6. Adobe Acrobat Sign
• Feature/Setting: POST /agreements — automates e-signature workflows for consent and authenticity.
3.7. AWS S3
• Feature/Setting: PutObject API — automates secure upload and retrieval under applicant-specific buckets.
3.8. Microsoft Outlook
• Feature/Setting: Graph API “read attachment” — automate extraction and routing of email-submitted documents.
3.9. Gmail
• Feature/Setting: Gmail API “Users.messages.attachments.get” — automates document extraction from admissions inbox.
3.10. Twilio SendGrid
• Feature/Setting: Inbound Parse Webhook — automates intake and storage of email-based submissions.
3.11. Slack
• Feature/Setting: Files.upload API — automate staff notification and review channel sharing.
3.12. Teams
• Feature/Setting: Share to channel — automates team alerts and collaboration.
3.13. Airtable
• Feature/Setting: Attachments field — automates document cataloging with applicant records.
3.14. Monday.com
• Feature/Setting: Items API — automate creation and tracking of document status boards.
3.15. Salesforce
• Feature/Setting: Files Connect — automate linking verified documents with applicant objects.
3.16. HubSpot
• Feature/Setting: File upload forms API — automates capture and confirmation of new submissions.
3.17. Formstack
• Feature/Setting: Document Automation — automates conditional workflows on application forms.
3.18. Jotform
• Feature/Setting: Upload field integration — automate document reception and storage in cloud.
3.19. Zapier
• Feature/Setting: File automation “Zap” — automate app-to-app transfers and conditional triggers.
3.20. Make (Integromat)
• Feature/Setting: HTTP/file modules — automates custom logic for bulk document handling and error alerts.

Benefits

4.1. Automatedly reduces administrative time, ensures compliance, and eliminates data-entry errors.
4.2. Automate applicant experience via instant confirmation, transparency, and status updates.
4.3. Automates audit trails, secure uploads, and role-based access control for staff.
4.4. Supports scalability by automating document management for high-volume enrollment cycles.
4.5. Enables rapid response to missing/incomplete uploads through real-time automation triggers.