Communication and ReportingPurpose
1.2. Ensure all stakeholders (adoptive families, social workers, legal counselors, etc.) receive timely, accurate communication and task follow-ups.
1.3. Automate documentation distribution while keeping an audit trail for compliance and transparency.
1.4. Minimize manual effort and reduce risk of errors or missed notifications in family service communications.
Trigger Conditions
2.2. Approval of draft agenda or summary in document management system.
2.3. Uploaded meeting notes to shared drive/storage.
2.4. Submission of post-meeting form by meeting host or facilitator.
2.5. Reception of email with “agenda” or “summary” in subject by stakeholder communications inbox.
Platform Variants
3.1. Microsoft Outlook
• Integration: Calendar Event Updated (Graph API: /me/events)
• Feature: Auto-email attendees with agenda attachment.
• Configuration: Create event-based automated flow to send emails.
3.2. Google Workspace
• Integration: Google Calendar API (watch events), Google Docs API
• Feature: Fetch agendas from Docs; auto-invite calendar guests.
• Configuration: Trigger on calendar event; send Docs as email.
3.3. Slack
• Integration: Conversations API (chat.postMessage), Incoming Webhooks
• Feature: Post agendas/summaries to relevant channels.
• Configuration: Message channels based on event tag.
3.4. Microsoft Teams
• Integration: Graph API (chatMessage), Teams connector
• Feature: Send agenda notifications in teams, archive meetings in channel.
• Configuration: Automate posting and file upload in chosen team.
3.5. Twilio
• Integration: Programmable SMS API
• Feature: Send SMS reminders/links prior and after meetings.
• Configuration: Configure triggers to send details to stakeholder phones.
3.6. SendGrid
• Integration: Send Mail API (v3/mail/send)
• Feature: Deliver multi-format (PDF, HTML) agendas and summaries by email.
• Configuration: Use dynamic templates linked to meeting data.
3.7. DocuSign
• Integration: eSignature API
• Feature: Send summaries requiring electronic acknowledgement.
• Configuration: Generate summary doc and send for recipient signature.
3.8. Dropbox
• Integration: API (files/upload, sharing/create_shared_link)
• Feature: Archive agendas/summaries; auto-create share links.
• Configuration: Auto-save docs from meeting and notify team.
3.9. Box
• Integration: API (events, collaborations)
• Feature: Versioned document storage; automated share/collaborate permissions.
• Configuration: On agenda-finalized, auto-invite stakeholders to folder.
3.10. Asana
• Integration: Tasks API
• Feature: Create follow-up tasks based on agenda items discussed.
• Configuration: Parse agenda; auto-generate tasks per attendee.
3.11. Monday.com
• Integration: Boards API
• Feature: Sync agenda points and summaries to boards.
• Configuration: Map meeting items to project boards.
3.12. Salesforce
• Integration: REST API (Tasks, Events, Chatter)
• Feature: Log meeting summaries/distributions in CRM notes.
• Configuration: Post meeting notes into opportunity/account records.
3.13. HubSpot
• Integration: Engagements API
• Feature: Record meeting communication touchpoints.
• Configuration: Sync sent summaries as hubspot activities.
3.14. OneDrive
• Integration: Graph API (DriveItems)
• Feature: Store and manage meeting documents in shared folders.
• Configuration: Auto-upload agenda/minutes on event completion.
3.15. Notion
• Integration: Pages/Databases API
• Feature: Document and organize agendas, minutes; auto-update meeting wiki.
• Configuration: Add new pages/posts tied to meeting events.
3.16. Zapier
• Integration: Scheduled/triggered Zaps
• Feature: Orchestrate cross-platform flows (email, SMS, storage).
• Configuration: Multi-step zap: event triggers → doc create → multi-channel send.
3.17. Airtable
• Integration: Automation scripts/Webhooks
• Feature: Track distribution status, meeting records, acknowledgment receipts.
• Configuration: Auto-populate/update records per meeting.
3.18. ServiceNow
• Integration: Workflow/Flow Designer
• Feature: Notify stakeholders, track agenda approvals, and summary logistics as tickets.
• Configuration: Auto-create and close meeting distribution tasks.
3.19. Trello
• Integration: Cards API
• Feature: Post agenda items as cards; assign follow-ups as actions.
• Configuration: Automated card creation from agenda/summary docs.
3.20. Mailgun
• Integration: Messages API
• Feature: Send customized, tracked meeting emails with documents.
• Configuration: Use templates and analytical tracking for receipt accuracy.
Benefits
4.2. Ensures timely, consistent, and accountable communication with all parties.
4.3. Enhances compliance with regulatory or organizational documentation requirements.
4.4. Increases stakeholder engagement, clarity, and follow-through on discussed actions.
4.5. Centralizes documentation for easy future reference and audits.