Compliance and Documentation ManagementPurpose
1.2. Automates retention of design documents, drawings, communication records, contracts, and revisions to centralized locations for transparency, fast retrieval, and standardized post-project procedures.
1.3. Enables automatic compliance with regulatory, contractual, and client-specific retention requirements by automating file archiving and permissions lock-down.
Trigger Conditions
2.2. Automated by digital sign-off event, final invoice sent, or handover approval via workflow tool.
2.3. Automates from time-based triggers (e.g., scheduled monthly review), document version lock, or API webhook from BIM/CAD platforms.
Platform Variants
3.1. Google Drive
• Feature/Setting: Google Drive API — automate file relocation to labeled archives; configure with “files.update” and “permissions.create” for finalized access.
3.2. Microsoft SharePoint
• Feature/Setting: Document Library automation — use Power Automate flow for “When file is created or modified in a folder” and automate retention label application.
3.3. Dropbox Business
• Feature/Setting: Dropbox API/Automated Workflows — create archive folders and automate file moves with “/files/move_v2”.
3.4. Box
• Feature/Setting: Box Relay automation — trigger “File moved to folder” workflow and automate permission updates.
3.5. Autodesk BIM 360
• Feature/Setting: Data Connector and API — automate export and archiving of finalized Revit files post-project closure.
3.6. Asana
• Feature/Setting: Rules/Asana API — automate attachment uploads to centralized folders upon task/project completion event.
3.7. Trello
• Feature/Setting: Butler Automation — automate card attachment archiving when list status is set to “Archived”.
3.8. Monday.com
• Feature/Setting: Automated file export with automation recipe “When status changes to Done, move all files to…”
3.9. Smartsheet
• Feature/Setting: Automated Workflows — automate “copy attachments to folder” action post-project closure.
3.10. OneDrive for Business
• Feature/Setting: Microsoft Graph API — automate moving folders/files and setting retention policies.
3.11. Slack
• Feature/Setting: Workflow Builder/API — automate document pinning and workspace export on final project update.
3.12. Jira
• Feature/Setting: Automation rules — automate attachment archiving when epic/ticket status set to “Done”.
3.13. Salesforce
• Feature/Setting: Flow Builder — automate file transfer to archive object when Opportunity/Project closed.
3.14. Notion
• Feature/Setting: Notion API — automate database entry with file storage and markdown export on completed status.
3.15. SAP
• Feature/Setting: SAP ArchiveLink API — automate archiving of design documents and project records.
3.16. Zoho Projects
• Feature/Setting: Automation Rules/API — automate moving files from project module to archived folder on status closure.
3.17. Egnyte
• Feature/Setting: Egnyte Workflow Automation/API — automate folder move and permission change when project flag completed.
3.18. DocuWare
• Feature/Setting: Workflow Designer — automate filer archiving upon digital signature completion.
3.19. Docusign
• Feature/Setting: Docusign Connect — automate completed envelopes additional file archiving.
3.20. AWS S3
• Feature/Setting: S3 Event Triggers — automate upload or copy of files to archiving bucket when project is flagged as complete.
Benefits
4.2. Automated compliance with legal, audit, or client retention requirements.
4.3. Renders documentation instantly retrievable and secured.
4.4. Increases speed and standardization by automating post-project workflows.
4.5. Automator-driven approach reduces staff overhead and ensures all files are safely stored and permissions automatically enforced.