Document collection and verification workflow

Purpose

1. Automate the end-to-end process of collecting, verifying, and storing admissions documents for Montessori school enrollment.

2. Ensure document integrity, completeness, and compliance before student onboarding.

3. Reduce manual labor by automating reminders, uploads, verifications, and communications.

4. Maintain a secure, centralized repository for all applicant documents.

5. Enable automated status updates for parents and administrative staff.

Trigger Conditions

1. New admission inquiry submitted on website or app.

2. Parent/guardian starts but does not complete document submission.

3. Deadline for document submission is approaching or passed.

4. Document uploaded or resubmitted by the parent/guardian.

5. Verification result (approved/rejected/pending) updated by automation.

Platform Variants (examples, specific function or API detailed for each):

1. Google Forms

• Feature/Setting: Automate initial document request form and flow; trigger via Form Submit event.
  

2. DocuSign

• API: POST /envelopes — Automate document signing and validation steps.
  

3. Dropbox

• API: /files/upload — Automate storing uploads in specific applicant folders.
  

4. Zapier

• Automation: webhook triggers and task chaining for reminders and file movement.
  

5. Twilio

• Programmable Messaging API: Automate SMS reminders to parents for missing documents.
  

6. SendGrid

• Mail Send API: Automate email notifications about document status and next steps.
  

7. Salesforce

• REST API: Automate record update and document attachment in student admission objects.
  

8. Microsoft SharePoint

• File API: Automate storing and versioning admission documents.
  

9. Slack

• Incoming Webhook: Automate notifications to admissions team when new docs arrive.
  

10. Airtable

• API: Automate status tracking and parent notification workflows.
  

11. OneDrive

• /drive/root:/children API: Automate upload, sharing, and organizing applicant files.
  

12. PandaDoc

• API: Automate e-signature collection and completed document retrieval.
  

13. Jotform

• API: Automate new submission triggers for document collection tasks.
  

14. Box

• File Upload API: Automate storing and managing submitted documents.
  

15. Monday.com

• Automate new item creation and status automation for each applicant.
  

16. HubSpot

• Contact API: Automate logging and tracking document verification statuses.
  

17. Asana

• Tasks API: Automate task creation for document follow-up or manual review as needed.
  

18. Trello

• Cards API: Automate document completion tracking with card labels/checklists.
  

19. Notion

• Database API: Automate entry updating for verification and collection progress.
  

20. ActiveCampaign

• Automate email sequences and SMS for document collection reminders via automation builder.
  

21. Google Drive

• Drive API: Automate storing, sharing, and permissioning of applicant documents.
  

22. Formstack

• Form Submissions API: Automate workflow to intake, store, and route documents for review.
  

Benefits

1. Automates tedious, repetitive document collection workflows, improving efficiency.

2. Reduces manual errors with automated verification and reminders.

3. Ensures timely and complete document submission with automated follow-up messages.

4. Centralizes admissions files with automated storing and naming conventions.

5. Enhances communication clarity through automated updates to all stakeholders.

6. Audit trail maintained via automated logs for compliance reviews.

7. Speeds admissions process by automatedly recognizing document completion.

8. Automator reduces workload on staff, freeing team for value-added activities.

9. Minimizes risk of data loss with automated secure storage and backup.

10. Improves parent/user experience by automating status visibility and feedback.