Import/export documentation workflows

Purpose

1.1. Automate the creation, submission, validation, and archival of import/export documentation for duty free stores, reducing manual intervention and ensuring compliance with cross-border regulatory requirements.
1.2. Automate the aggregation of shipment, product, and customs data from internal inventory systems, logistics partners, and global customs portals, converting them into regulatory-approved formats.
1.3. Automate regular updates and notifications about documentation status—such as clearance, rejection, or required amendments—to relevant departments and authorities.
1.4. Automating the extraction and standardized conversion of customs codes, HS/Tariff numbers, product origins, and destination data.
1.5. Automate the archival and retrieval of past documents for audits or compliance reviews, including secure backup and search processes.

Trigger Conditions

2.1. Scheduled—automated triggers based on daily, weekly, or monthly schedules.
2.2. Event driven—automated triggers from new shipments, purchase order approvals, or inventory thresholds.
2.3. API/webhook—initiate automation on document upload, customs status update, or external system notifications.
2.4. Manual initiation—staff upload or request a new automated workflow.
2.5. Audit or compliance check requests—triggering automated document compilation and submission.

Platform Variants

3.1. SAP S/4HANA
• Function/API: Outbound Delivery – automate export documentation generation and integrate with electronic data interchange (EDI) APIs.
3.2. Oracle NetSuite
• Feature: SuiteScript automation to export/import compliance data, mapping shipment events to documentation.
3.3. Microsoft Dynamics 365
• API: Data Export Service—automated export forms, scheduling automated regulatory file compilation.
3.4. Salesforce
• Function: Flow automation—API integration with customs and partner portals for document push/pull.
3.5. Descartes Global Logistics Network
• API: Document Automation – automate customs declarations and status notifications.
3.6. WiseTech Global CargoWise
• Function: EDI Messaging – automate import/export document submissions and receivers.
3.7. SAP GTS (Global Trade Services)
• Feature: Electronic Compliance Reporting—automate electronic filing to authorities.
3.8. Project44
• API: Automated shipment event data capture and customs integration triggers.
3.9. Flexport
• Endpoint: Automated file upload/download and customs status webhook.
3.10. Amazon Web Services (AWS Lambda)
• Function: Serverless automation for file validation and regulatory rule checks.
3.11. Google Cloud Functions
• Trigger: Automated transformation of uploaded documents and connectivity to customs databases.
3.12. Azure Logic Apps
• Workflow: Automated orchestration combining file ingestion, validation, and regulatory APIs.
3.13. IBM Sterling Supply Chain Suite
• Service: Automated transaction management and trade compliance API integration.
3.14. Box
• Automation: File upload triggers to launch automated regulatory compliance workflows.
3.15. DocuSign
• API: Automated e-signature and secure export compliance form routing.
3.16. Dropbox Business
• Feature: Automated folder triggers for import/export document validation and sharing.
3.17. AirTable
• Automation: Record changes automatically trigger regulatory checklist workflows.
3.18. Monday.com
• Automator: Change in item status triggers automated compliance task assignments.
3.19. Slack
• API: Automated alert delivery and custom bot commands for regulatory workflows.
3.20. Jira Service Management
• Automation Rule: Auto-generate and route compliance support tickets on document events.
3.21. Power Automate
• Integration: Automated triggers connecting ERP, storage, customs, and notification systems.
3.22. ServiceNow
• Flow Designer: Automated regulatory case management and audit readiness triggers.

Benefits

4.1. Automatedly reduces compliance risks through timely, standardized documentation.
4.2. Automates data entry, eliminating manual errors and accelerating customs clearance.
4.3. Automates notification for staff and authorities, improving response times on compliance actions.
4.4. Automated archival simplifies audit preparation and regulatory proof of process.
4.5. Automates document routing for reviews, approvals, and multi-department collaboration.
4.6. Enables scalable, automatable compliance processes for high-volume duty free retail.
4.7. Improves traceability through automated tracking for each document and step.
4.8. Automates adaptation to new regulatory frameworks with flexible, configurable workflows.