Supplier documentation verification and renewal workflows

**1. Purpose**

1. Automate supplier documentation collection, verification, expiration tracking, and renewal management to ensure compliance in the diamond wholesale jewelry sector.

2. Automatedly centralizes document intake (e.g., KYC, proof of ethics, conflict-free statements), reviews authenticity, sends renewal reminders, and escalates non-compliance automatically, reducing manual compliance burden and regulatory risks.

3. Automates continuous monitoring and verification of supplier submissions, eliminating expired or incomplete documentation and auto-generating compliance records for audit trails.

**2. Trigger Conditions**

1. Automated expiration date approaches for a supplier document.

2. Receipt of new or updated documentation via email, portal upload, or integrated system.

3. Scheduled compliance review cycles (e.g., quarterly or annually).

4. Manual or API-driven supplier onboarding.

5. Automatic detection of missing or invalid document fields.

**3. Platform Variants**

1. DocuSign

• API/Feature: DocuSign Connect webhook for document completion triggers and Envelope Status API for real-time status checks.
  
• Automates: Notification, storage, and digital signature status.
  

2. Dropbox Business

• API/Feature: File request automation and webhook for upload completion event.
  
• Automates: Supplier uploads and automated storage verification.
  

3. Google Drive

• API/Feature: Drive Activity API for file upload monitoring and automated folder creation by supplier/entity.
  
• Automates: Categorized document storage via automation.
  

4. SharePoint Online

• API/Feature: Graph API for automated file validation and approval flow triggers.
  
• Automates: Document compliance routing and approval.
  

5. OneDrive for Business

• API/Feature: Webhook and file upload tracking for automating document folder checks.
  
• Automates: New upload detection and structured organization.
  

6. Twilio SMS

• Feature/Setting: Programmable Messaging API for automated SMS reminders and document expiry alerts.
  
• Automates: Automated renewal and compliance notifications.
  

7. SendGrid

• API/Feature: Automated transactional email via Send Email API and webhook for delivery confirmation.
  
• Automates: Renewal reminders, escalation, and confirmation.
  

8. Slack

• Feature/Setting: Incoming Webhooks and Bot Users for automated compliance workflow notifications.
  
• Automates: Real-time team alerts on expired/missing supplier documentation.
  

9. Microsoft Teams

• Feature/Setting: Teams Connector API and adaptive cards for compliance alert automation.
  
• Automates: Internal escalation for non-compliant suppliers.
  

10. Salesforce

• API/Feature: REST API automation for supplier record updates; Process Builder for compliance workflows.
  
• Automates: Supplier compliance status updates and task assignment.
  

11. HubSpot

• Feature/API: Workflow Automation and Custom Properties for tracking documentation status.
  
• Automates: Automated supplier reminders and follow-ups.
  

12. Zendesk

• Feature/Setting: Triggers and Webhooks for compliance case creation on document verification failures.
  
• Automates: Automated ticketing for incomplete or expired supplier docs.
  

13. Monday.com

• Feature/Setting: Automation Recipes and API for status change-based reminders.
  
• Automates: Task creation for document review and escalation.
  

14. Airtable

• API/Feature: Scripted automations for date-based renewal triggers and supplier tables.
  
• Automates: Real-time dashboards for documentation tracking.
  

15. SAP Ariba

• API/Feature: Supplier Lifecycle API and event triggers for compliance document request and verification.
  
• Automates: Automated request and validation of supplier documents.
  

16. Oracle NetSuite

• API/Feature: SuiteScript workflow automation for compliance field validation and notifications.
  
• Automates: Automated data entry and supplier notifications.
  

17. Okta

• Feature/Setting: Identity Governance and Workflow Automation; automates access provisioning tied to compliance.
  
• Automates: Restricts supplier access after non-compliance.
  

18. Box

• API/Feature: Webhooks for file event detection and Automation for expiring document alerts.
  
• Automates: Supplier notification and automated archival of outdated files.
  

19. AWS S3

• API/Feature: S3 EventBridge integration for document upload monitoring and Lambda automations.
  
• Automates: Expiry-based automated archiving and compliance flagging.
  

20. Azure Logic Apps

• Feature/Setting: Automation connectors for scheduling reminders, processing files, and notifying teams.
  
• Automates: End-to-end compliance workflow linking file storage and communications.
  

**4. Benefits**

1. Automates repetitive compliance reviews, reducing manual work and error risk.

2. Accelerates supplier onboarding and ongoing verification processes.

3. Ensures continuous regulatory compliance via automated reminders and data validation.

4. Automator enhances traceability with automated digital audit trails.

5. Automatable integration with business-critical platforms for seamless escalation, task management, and communication.

6. Automatedly reduces compliance costs and business risk for diamond wholesalers.