Archive documents based on project or client automatically

Purpose

1.1. Automate the classification, sorting, and archiving of documents such as compliance certificates, warranties, delivery notes, and installation records.
1.2. Ensure HVAC project or client documents are archived according to compliance workflows, audit trails, and legal retention policies.
1.3. Minimize manual data handling, maximize traceability, and enforce document security within construction-focused wholesale heating equipment supply.
1.4. Enable automatic retrieval, tagging, and access control for future audits or project warranty validations.

Trigger Conditions

2.1. Document uploaded to a specified folder, email inbox, or form submission.
2.2. Metadata match—project/client name detected or referenced in document content or filename.
2.3. End-of-project milestone reached or when compliance checklist is marked complete.
2.4. Automated time-based triggers (e.g., weekly/monthly archiving review tasks).
2.5. Manual trigger via workflow action (e.g., button click in a client portal).

Platform Variants

3.1. Microsoft SharePoint
• Feature/Setting: Automate with Power Automate “When a file is created” trigger to copy and file documents into project-specific libraries using metadata parsing.
3.2. Google Drive
• Feature/Setting: Use Google Apps Script “onUpload” trigger and Drive API to move and label files in client-named folders automatically.
3.3. Dropbox Business
• Feature/Setting: Configure “File Request” and Zapier Dropbox “New File” trigger to auto-move documents into project-structured subfolders.
3.4. Box
• Feature/Setting: Box Relay automation, “File Upload” trigger to route and tag documents based on custom metadata – project/client.
3.5. M-Files
• Feature/Setting: Automated workflows using M-Files Workflow Engine; auto-classify and archive by project or client property.
3.6. Egnyte
• Feature/Setting: Smart Automation policies with Egnyte’s automated “Move or Archive” API endpoint using metadata detection.
3.7. DocuWare
• Feature/Setting: Intelligent Indexing and automated workflow designer to sort/route/auto-archive HVAC documents.
3.8. Google Workspace (Gmail)
• Feature/Setting: Gmail filter + Apps Script to forward, file, and label compliance documents received by email.
3.9. OneDrive for Business
• Feature/Setting: Power Automate flow to automatically move/upload emailed or local files to project folders.
3.10. SAP Document Management System
• Feature/Setting: SAP DMS “Classification” object and automated archiving based on project/client-linked attributes.
3.11. Smartsheet
• Feature/Setting: Automated workflows with attachment archiving and cell link triggers for compliance folderization.
3.12. Monday.com
• Feature/Setting: File column automated archiving, triggered by project status, with recipes and Zapier actions.
3.13. Asana
• Feature/Setting: Rules to auto-archive attachments when milestone task/section completed or by project tag.
3.14. Airtable
• Feature/Setting: Automations to move/tidy attachment fields into specific project-linked cloud storage.
3.15. Trello
• Feature/Setting: Butler automation to move attachments and checklist completions to organized folders.
3.16. Alfresco
• Feature/Setting: Automated content rules for filing documents in project or client directories.
3.17. Zoho WorkDrive
• Feature/Setting: Zoho Flow automation to ‘move’ or ‘copy’ HVAC compliance docs based on internal project mapping.
3.18. NetSuite SuiteFlow
• Feature/Setting: SuiteFlow triggers on record creation/update, to file or link documentation in DMS by project/client.
3.19. Salesforce Files
• Feature/Setting: Salesforce Flow or Process Builder to route, archive, and permission documents per account/project.
3.20. Slack
• Feature/Setting: Workflow Builder for automated moving of shared files to compliance folder in connected storage (e.g., Google Drive).
3.21. Amazon S3
• Feature/Setting: Lambda function triggered by new file upload to S3 bucket automates archive moves and tags per project/client metadata.

Benefits

4.1. Ensures all regulatory documentation is archived automatically for compliance audits.
4.2. Eliminates manual sorting, reducing misfiling risk and labor costs.
4.3. Quick automated access improves retrieval during warranty claims or inspections.
4.4. Automated retention policies and deletion mitigate legal and GDPR risk.
4.5. Automates collaboration with contractors/clients by structured, secure, and auditable document management.