Automated artist onboarding and documentation collection

Purpose

1.1 The automated artist onboarding and documentation collection process automates the gathering of artist contracts, biographies, portfolios, tax documents, and exhibition proposals to streamline gallery curatorial, legal, and operational workflows.
1.2 Automates eligibility checks, artist profile creation, KYC compliance, and notifications to both curators and the artists themselves.
1.3 Enables automated scheduling of appointments, document verifications, e-signature requests, updates to CRM, and integration with curatorial planning tools.
1.4 Automates the centralized data storage and compliance archiving, providing audit trail and easy retrieval for regulatory and contractual reviews.

Trigger Conditions

2.1 Manual trigger from gallery staff or automated trigger by receiving a new artist inquiry via form submission, email, or exhibition proposal.
2.2 Scheduled automation runs for batch onboarding of multiple artists at campaign cycles.
2.3 Triggered by API webhook from gallery website indicating a registration or interest submission.
2.4 Triggered by the expiration of previous artist documents or periodic KYC review deadlines.

Platform Variants

3.1 Google Forms
– Feature/Setting: Form Responses; set to trigger onboarding automation on submission.
3.2 Google Drive
– Feature/Setting: API to create artist folders and automated document storage.
3.3 DocuSign
– Feature/Setting: Envelope creation API for automated e-signature requests for contracts.
3.4 Mailchimp
– Feature/Setting: Automated onboarding emails and campaign segmentation for new artists.
3.5 Slack
– Feature/Setting: Incoming webhook to notify curators of each automated onboarding status change.
3.6 HubSpot CRM
– Feature/Setting: Automated contact creation and property assignment via API.
3.7 Salesforce
– Feature/Setting: Automates lead capture and assignment with Process Builder and API.
3.8 Dropbox
– Feature/Setting: Automated document upload from forms and email attachments.
3.9 Box
– Feature/Setting: API for automated, compliant storage and shared access permissions.
3.10 Airtable
– Feature/Setting: Automates artist data entry and documentation status tracking.
3.11 PandaDoc
– Feature/Setting: Automated document generation and e-signature request via API.
3.12 Twilio SMS
– Feature/Setting: Automated SMS reminders for missing submissions and deadlines.
3.13 Calendly
– Feature/Setting: Automated scheduling of onboarding meetings with integration webhooks.
3.14 Notion
– Feature/Setting: Automated onboarding progress tracking using API connections.
3.15 Zendesk
– Feature/Setting: Automates ticket generation for artist queries and onboarding support.
3.16 Zapier
– Feature/Setting: Automates workflows between form, storage, email, and CRM platforms as a central automator.
3.17 OneDrive
– Feature/Setting: API-triggered document uploads and automating shared folder access.
3.18 Microsoft Power Automate
– Feature/Setting: Automatable flows connecting emails, forms, and databases.
3.19 Asana
– Feature/Setting: Task automations for onboarding steps and curator assignments.
3.20 Trello
– Feature/Setting: Automatedly creates and moves cards based on onboarding status.
3.21 HelloSign
– Feature/Setting: Automated e-signature routing for document completion workflow.
3.22 Gmail
– Feature/Setting: Automated parsing of artist submissions and auto-responders via filters/API.
3.23 Microsoft Outlook
– Feature/Setting: Automates rule-based parsing and onboarding triggers from emails.
3.24 Monday.com
– Feature/Setting: Automates workflow status updates and onboarding tracking.

Benefits

4.1 Automates artist onboarding and documentation, minimizing manual handling and reducing errors.
4.2 Automates compliance checks and streamlines audit trail creation for regulatory needs.
4.3 Automates communications, reminders, and appointments, improving artist satisfaction and engagement.
4.4 Centralizes documentation, automating data retrieval and report generation for curatorial teams.
4.5 Reduces onboarding time, automates status tracking, and elevates curator efficiency through automated alerts.
4.6 Automation enables galleries to scale artist intake processes rapidly and securely.
4.7 End-to-end automation improves documentation completeness and automates escalations on missing documents.