Compliance & DocumentationPurpose
1.2. Track document revisions with full audit history, timestamping, and accountability logs for legal/regulatory defense.
1.3. Reduce manual labor in storing, updating, labeling, and retrieving files across teams, ensuring documents remain current, centralized, and easily accessible.
1.4. Streamline period-end close, audit preparation, and regulatory submissions by maintaining organized, versioned archives of all working papers and statutory documents.
1.5. Prevent accidental overwrites and loss by providing automated redundancy, validation, and alerting for sensitive accounting documents.
Trigger Conditions
2.2. Approval status changed in an accounting workflow app.
2.3. Scheduled retention or periodic backup events.
2.4. Receipt of finalized documents from external portals or client submission links.
2.5. Expiry of retention period for document archiving or deletion.
Platform Variants
3.1. Microsoft SharePoint
• Feature: Document Library Versioning
• Setting: Enable 'Require Check Out', set 'Major and Minor (draft)' versions, enable retention policies.
3.2. Google Drive API
• Feature: Drive Activity API
• Setting: Monitor 'fileModified' and 'fileCreated' events, connect to Google Vault for archiving triggers.
3.3. Dropbox Business API
• Feature: File Requests, Revisions
• Setting: Trigger flows on 'file upload'/'revision added', use 'file_delete' for retention compliance.
3.4. Box
• Feature: Box Events and Retention Policy API
• Setting: Set triggers on 'UPLOAD', 'VERSION_CREATE', integrate with 'Legal Hold' for compliance.
3.5. DocuSign
• Feature: Envelopes: Get/Download Documents
• Setting: Download completed/voided envelopes, archive with signature logs.
3.6. Adobe Acrobat Sign
• Feature: Agreement Events
• Setting: Listen for 'SIGNED' or 'REJECTED' status, export and version documents automatically.
3.7. Egnyte
• Feature: Webhook Events
• Setting: Track 'file upload', 'locked/unlocked', and enforce archiving via Folder Retention API.
3.8. M-Files
• Feature: Version Control
• Setting: Trigger workflows on 'New Version Created', archive to on-premises or cloud storage.
3.9. Alfresco
• Feature: Audit Service
• Setting: Auto-capture 'version event', push snapshots to cold storage.
3.10. iManage
• Feature: Workspaces and Versioning API
• Setting: Archive matter workspaces on close, enforce auto-versioning for key docs.
3.11. NetDocuments
• Feature: ndThread API
• Setting: Capture thread docs, trigger archive/backup per workspace policy.
3.12. OneDrive for Business
• Feature: File Versioning
• Setting: Monitor 'file changed', automate transfer/version sync with SharePoint/Teams.
3.13. Zoho WorkDrive
• Feature: File Events
• Setting: Respond to 'upload', 'edit', 'move', or 'delete'; auto-store previous versions beyond 90 days.
3.14. SAP ArchiveLink
• Feature: Archive Document Services
• Setting: Auto-connect SAP document flows with retention schedule triggers.
3.15. Salesforce Files
• Feature: Versioning/Change Events
• Setting: Listen for new versions, push to backup or compliance vault.
3.16. OpenText
• Feature: Records Management
• Setting: Tag key finance docs for 'hold', 'version', 'expiry' events, archive at completion.
3.17. Iron Mountain Digital
• Feature: Auto-classification & Retention Policy
• Setting: Upload/auto-classify, track every revision/retention expiry for archiving.
3.18. Amazon S3
• Feature: S3 Versioning/Events
• Setting: Enable 'Bucket Versioning', use CloudTrail Event triggers for archive streams.
3.19. Google Workspace Admin
• Feature: Audit & Data Retention
• Setting: Archive all file edits in Google Drive for set periods; export to external vaults.
3.20. Slack
• Feature: Files API
• Setting: Watch for document files posted in channels, auto-version to connected DMS/archive on approve.
3.21. Confluence
• Feature: Page/Attachment Versioning
• Setting: Detect changes/additions, sync to backup store and notify compliance team.
3.22. Jira Service Management
• Feature: Attachment Events
• Setting: Auto-version attachments in support/compliance requests, archive periodically.
3.23. SAP S/4HANA
• Feature: Document Management System
• Setting: Set workflow for 'document create/change', push older versions to compliant cold storage.
3.24. Oracle Content and Experience Cloud
• Feature: Content Automation
• Setting: Run archiving jobs by document metadata, manage revision expiry policies.
Benefits
4.2. Provides defensible audit trails and robust, tamper-evident storage for legally mandated retention.
4.3. Reduces manual intervention, freeing staff for analysis and value-added advisory activities.
4.4. Cuts down on storage and operational costs by automating archiving/retention cleanup.
4.5. Enhances client trust through secure, transparent, and timely document management practices.