Purpose
1.2. Centralize documentation on policies, reports, and strategic objectives for leadership review.
1.3. Automate dissemination to reduce manual errors, save time, and maintain audit-ready records for compliance checks.
1.4. Secure sensitive board materials using automatic encryption, access control, and delivery tracking.
1.5. Streamline last-minute additions and ensure every board member receives identical documents simultaneously.
Trigger Conditions
2.2. Upload or update of finalized board packet in a specified folder.
2.3. Manual trigger for urgent or unscheduled sessions.
2.4. Confirmation of all content files and agenda approval.
2.5. Completion of compliance checklist review process.
Platform variants
• Function: Send scheduled emails
• Setting: Office 365 API — Configure recurring calendar events and attachment insertion.
3.2. Google Workspace (Gmail & Drive)
• Function: Automated email with Drive file links
• Setting: Google Apps Script — Trigger auto-emailer with link and permissions setup.
3.3. Slack
• Function: Scheduled document posting
• Setting: Reminders API — Post summary and PDF in dedicated #board-compliance channel.
3.4. Dropbox
• Function: Share link generation
• Setting: Dropbox API — Create and share read-only packet URL.
3.5. DocuSign
• Function: Secure delivery & e-signature
• Setting: Envelope send via API with required reviewer workflow.
3.6. Box
• Function: Shared folders with alerts
• Setting: BoxEvents API — Notify and send access invites when new file detected.
3.7. Adobe Acrobat Sign
• Function: Distribution & acknowledgment
• Setting: Send Document — Require digital receipt/evidence from all board.
3.8. Zoho Mail
• Function: Group broadcast
• Setting: Pre-set distribution lists; scheduled campaign feature.
3.9. SendGrid
• Function: Branded mass email
• Setting: Marketing Email API — Time-based triggers, add attachments.
3.10. Twilio SendGrid
• Function: Notify via SMS and email
• Setting: Logic app to query recipient status then push SMS backup.
3.11. SharePoint
• Function: Permissions-based sharing
• Setting: Automate file placement in ‘Board Packets’ workspace, notification workflow.
3.12. Dropbox Sign (HelloSign)
• Function: E-sign distribution confirmation
• Setting: API workflow starts after doc upload, sends signature request.
3.13. Mailchimp
• Function: Automated newsletters with attachments
• Setting: RSS-to-email on upload or folder sync triggers.
3.14. Smartsheet
• Function: Task-driven distribution
• Setting: Workflow triggers when agenda checklist is done, emails files.
3.15. Airtable
• Function: Automated record sharing
• Setting: Script block — Look for “packet-ready” checkbox, then trigger email.
3.16. Trello
• Function: Board checklist completion
• Setting: Butler automation — Notify on “Board Packet Ready” card move.
3.17. OneDrive
• Function: Link sharing with expirations
• Setting: Set link expiry, then automated email via Outlook API.
3.18. HubSpot
• Function: Sequence delivery
• Setting: Workflow — Auto-send with email tracking and receipt logging.
3.19. Monday.com
• Function: Timeline automation
• Setting: Board workflow triggers doc send when ‘packet ready’ status is true.
3.20. Zapier
• Function: Multi-platform triggers
• Setting: Link Google Drive/Dropbox/Outlook — When file added, send to emails.
Benefits
4.2. Ensures simultaneous, trackable delivery to all board members.
4.3. Allows for full compliance documentation and audit preparation.
4.4. Maintains confidentiality and security for sensitive files.
4.5. Scales for any board size or document frequency.