Auto-archiving of completed client projects and updating statuses

Purpose

1.1. Automate the auto-archiving of completed client projects and systematically update their statuses across all relevant records, ensuring a streamlined digital filing system and up-to-date client communication within an art studio.
1.2. Facilitate compliance, optimize workflow, reduce manual intervention, and automate historical data preservation for quick retrieval and reference.
1.3. Sync project completion with auto-archiving from shared drives, project management tools, CRMs, and notify clients or admin staff automatically of status changes, securing data automation.

Trigger Conditions

2.1. Project marked as "Completed" in a project management system, CRM, or shared drive.
2.2. Receipt of digital signature or final approval from client via e-signature platform.
2.3. Automated time-based triggers (e.g., project inactive for 30+ days).
2.4. Automator runs nightly job to check for completion statuses and inactivity.

Platform Variants

3.1. Trello
• Feature: Board/Card Automation
• Configure: Use automation to move completed cards to “Archive”; trigger status update via webhook.

3.2. Asana
• Feature: Rule-Based Workflows
• Configure: Automate task archiving and update project custom field status via Asana API on completion.

3.3. Monday.com
• Feature: Automations Center
• Configure: On status change to "Done", automate item archiving & API notification.

3.4. Airtable
• Feature: Automations
• Configure: Automate record status field update, move to "Archived" table via Airtable Automations.

3.5. Slack
• Feature: Workflow Builder
• Configure: Automated notification to client channel when status changes or archival event occurs.

3.6. Google Drive
• Feature: Drive API
• Configure: Automate auto-archiving completed project folders using Drive file.move API.

3.7. Dropbox
• Feature: Dropbox API
• Configure: Move finished project folders to Archive via files/move_v2 endpoint.

3.8. Microsoft OneDrive
• Feature: Graph API
• Configure: Automate move of files/folders to Archive directory using /move action.

3.9. Notion
• Feature: Notion API
• Configure: Automate database item property update to "Archived" and auto-move to Archive page.

3.10. Salesforce
• Feature: Flows & Process Builder
• Configure: Automate opportunity status to “Completed” and auto-archive related records.

3.11. Zoho CRM
• Feature: Workflow Automation
• Configure: On deal field update to “Closed”, automate data archiving and status change.

3.12. ClickUp
• Feature: Automations
• Configure: Auto-archive lists/tasks when marked “Complete”; send webhook on status update.

3.13. HubSpot
• Feature: Workflows
• Configure: Automate archival & update deal/company record on reaching deal stage “Completed”.

3.14. Basecamp
• Feature: Webhooks & API
• Configure: Automate completed project archiving using the “Archive” resource in API.

3.15. Podio
• Feature: Podio Workflow Automation
• Configure: On item status change to “Archived”, trigger item move and task notification.

3.16. Smartsheet
• Feature: Automation Rules
• Configure: Row moved to “Archive” sheet when marked “Done”; auto-update status.

3.17. Box
• Feature: Box API
• Configure: Automate file/folder move to Archive with folders/move endpoint after completion.

3.18. Jira
• Feature: Jira Automation
• Configure: Archive issue in Done status and update custom fields with automation rules.

3.19. DocuSign
• Feature: Webhooks (Connect)
• Configure: On Envelope completion, automate move of signed documents to Archive folder.

3.20. Google Workspace (Gmail, Calendar, Drive)
• Feature: Google Apps Script
• Configure: Automate archival of project documents and update project calendar/events.

3.21. Microsoft Power Automate
• Feature: Flow Automation
• Configure: Automatedly check for task/project completion, archive files, update SharePoint/CRM records.

3.22. Todoist
• Feature: Task Filters & API
• Configure: On task completion, automate move to Archive project and update labels.

Benefits

4.1. Automated archiving ensures systematic record keeping and data protection.
4.2. Automation reduces human error and workload, improving productivity.
4.3. Seamless automated communication with clients and staff.
4.4. Automator enhances compliance and auditability with auto-history tracking.
4.5. Automation enables scalable project management and ensures no status is ever outdated.