Automated archiving of completed documents

Purpose

1.1. Enable systematic archiving of completed rental, maintenance, and compliance documents to ensure legal, regulatory, and operational continuity for aircraft rental businesses.
1.2. Support audit-readiness, data retention policies, seamless retrieval, and prevent document misplacement across all business units.
1.3. Integrate with diverse platforms to capture completed forms, digital contracts, checklists, inspection logs, maintenance reports, and pilot credentials.

Trigger Conditions

2.1. Status change: Document state switches to "completed" or "signed."
2.2. Specific field update: Completion date/time field populated.
2.3. Submission event: Digital workflow is finalized and approved.
2.4. Scheduled batch processing: Daily, weekly, or monthly archival of newly completed files.

Platform variants

3.1. DocuSign
• Feature/Setting: Use Envelopes::listStatusChanges API to detect completed envelopes. Configure Connect webhook to trigger on "Completed" status.
3.2. Google Drive
• Feature/Setting: Use Drive API to move files to “Archived” folder once completed tag/label detected.
3.3. Microsoft SharePoint
• Feature/Setting: Use REST API or automated flow to move documents to designated archive library when property “Status=Completed.”
3.4. Dropbox
• Feature/Setting: Apply file requests and scripts via Dropbox API to transfer marked-as-completed docs into Archive folder.
3.5. Box
• Feature/Setting: Apply event trigger on “Completed” tag, move via Move File API.
3.6. Adobe Acrobat Sign
• Feature/Setting: Monitor agreement status via GET /agreements API, trigger webhooks for archiving upon “SIGNED.”
3.7. Salesforce
• Feature/Setting: Flow builder + Files Connect API to trigger move to archive upon object “Status=Closed.”
3.8. AirTable
• Feature/Setting: Script in Airtable Automations; move row attachments to “Archive” when “Completed=✓.”
3.9. Smartsheet
• Feature/Setting: Use “Move Row” automation; on status column "Archived," shift attachments to archive workspace.
3.10. OneDrive
• Feature/Setting: Power Automate Flow; trigger on metadata update, move to Archive subfolder.
3.11. Zoho Docs
• Feature/Setting: Workflow automation to migrate completed records into Archive folder via API.
3.12. SAP Document Management
• Feature/Setting: DMS ArchiveLink integration; trigger workflow on document status “RELEASED.”
3.13. NetSuite
• Feature/Setting: SuiteScript or SuiteFlow to move completed transaction file attachments to archive location.
3.14. Jira Service Management
• Feature/Setting: Automation rule; when issue status=Done, trigger attachment archival via REST API.
3.15. Freshservice
• Feature/Setting: Workflow Automator; after ticket closure, transfer documents to Archive folder.
3.16. Confluence
• Feature/Setting: ScriptRunner for Confluence, move documents on page label “archived.”
3.17. Egnyte
• Feature/Setting: Webhook event + Public API to detect completed documents; relocate to archive folders.
3.18. M-Files
• Feature/Setting: Workflow rules; after “Completed” state, invoke archive vault transfer function.
3.19. Laserfiche
• Feature/Setting: Workflow automation to monitor metadata changes and move records to archive repository.
3.20. Alfresco
• Feature/Setting: Content rule; archive documents when workflow flag set to “completed.”

Benefits

4.1. Ensures all compliance and rental records are securely retained for audits and legal purposes.
4.2. Reduces manual effort in storage management, minimizing errors and improving efficiency.
4.3. Enables rapid information retrieval, supports data retention policies, and systematic business continuity.
4.4. Reduces operational burden on aviation staff by enforcing standardized archiving processes.
4.5. Scales across multiple business platforms, centralizing aviation document management.