Purpose
1. Ensure seamless, reliable, and auditable gathering of required regulatory documents from suppliers, vendors, and internal teams to comply with alcohol distribution laws.
2. Centralize document collection and storage, minimizing compliance gaps and manual follow-ups.
3. Automate reminders and announcement of new requirements, simplifying version management and auditor access.
Trigger Conditions
1. New supplier onboarding or contract renewal.
2. Regulatory updates or periodic compliance assessments.
3. Document expiry detection (e.g., license renewal due).
4. Audits scheduled by authorities or internal compliance.
Platform Variants
1. DocuSign
• Feature/Setting: eSignature Requests API; set up automated send requests for compliance forms, track completion status.
2. Microsoft Outlook (Office 365)
• Feature/Setting: Calendar/Email Scheduling; trigger auto-email to request and follow-up on documentation via Graph API.
3. Google Drive
• Feature/Setting: Shared Folder Automation; API-driven folder creation per supplier, access and upload notifications.
4. Dropbox
• Feature/Setting: File Request API; generate unique upload links for document collection with automated reminders.
5. Salesforce
• Feature/Setting: Workflow Builder; configure automations for compliance check reminders and document tracking per account.
6. Box
• Feature/Setting: File Upload Requests; configure automated folder and permission setup via Box API for secure document collection.
7. Slack
• Feature/Setting: Bot Notifications; use workflows to request document uploads directly in supplier channels.
8. Monday.com
• Feature/Setting: Automations; schedule recurring tasks to collect compliance documents per vendor with reminders.
9. Zendesk
• Feature/Setting: Ticket Automations; auto-create tickets for missing mandatory documents, notify relevant teams.
10. AWS S3
• Feature/Setting: S3 Event Notifications; trigger workflows upon document uploads or updates in compliance folders.
11. SharePoint
• Feature/Setting: Document Library Alerts; configure alerts for document submissions or expirations per regulatory type.
12. Google Forms
• Feature/Setting: Scripted Response Collection; auto-generate forms for document requests and trigger reminders.
13. HubSpot
• Feature/Setting: Workflow Automation; create automated sequences for compliance document collection in contacts pipeline.
14. DocSend
• Feature/Setting: Secure Document Requests; configure smart links and expiry rules for critical compliance documents.
15. Trello
• Feature/Setting: Card Automation; trigger checklist item creation for outstanding compliance documentation tasks.
16. Asana
• Feature/Setting: Rule-Driven Reminders; auto-assign document collection tasks to responsible team members.
17. Smartsheet
• Feature/Setting: Automated Alerts; configure conditional workflows based on document status or due dates.
18. Jotform
• Feature/Setting: Conditional Emailing; trigger upload requests when form entries indicate missing documents.
19. Freshservice
• Feature/Setting: Workflow Automations; initiate collection workflows with rule-based actions for compliance documentation.
20. Notion
• Feature/Setting: Database Automations; auto-create and label entries per compliance submission status, trigger reminders.
21. Azure Logic Apps
• Feature/Setting: Workflow Orchestration; integrate regulatory document collection across systems with custom triggers.
22. SAP Concur
• Feature/Setting: Audit Trail Automation; schedule compliance checks and document requests via Concur workflows.
23. OneDrive
• Feature/Setting: Automated File Collection; configure folders for each vendor and automate request mails for document upload.
24. AirTable
• Feature/Setting: Automated Requests; set up record-triggered email requests and status tracking for compliance docs.
Benefits
1. Drastically reduces manual compliance work and audit risks.
2. Ensures timely collection of all required regulatory documents.
3. Centralizes visibility and tracking for all stakeholder documents.
4. Accelerates onboarding and renewal processes, improving operational agility.
5. Automatically adapts to regulatory change, minimizing exposure to non-compliance.
Compliance and Documentation Automations