Content & Portfolio ManagementPurpose
1.2. Ensure that all files, art assets, communications, invoices, and collateral are systematically stored or relocated to designated archival locations.
1.3. Improve content and portfolio management by keeping active work areas uncluttered while retaining access to old work.
1.4. Facilitate compliance, retrieval, historical record-keeping, and demonstration of professional capabilities for potential clients or agencies.
1.5. Reduce manual intervention by automating notifications, permissions changes, and file migrations.
Trigger Conditions
2.2. Final invoice paid or marked as settled in accounting software.
2.3. Manual archive flag set by creator/artist in a database, dashboard, or CRM.
2.4. Time-based triggers, e.g., inactivity period of 60 days after contract closure.
2.5. Automatic detection of deliverable upload or acceptance by client.
Platform Variants
• API: Files: update, Files: move
• Feature/Setting: Automate moving project folder to Archive directory and setting access to “view only”.
3.2. Dropbox
• API: /files/move_v2, /sharing/update_folder_policy
• Feature/Setting: Automated file/folder relocation and sharing policy adjustment.
3.3. Box
• API: Folders API: Move, Collaborations API: Set permissions
• Feature/Setting: Automator moves project assets, adjusts collaborator roles.
3.4. OneDrive
• API: /drive/items/{item-id}/move
• Feature/Setting: Automated archiving to a dedicated “Completed Projects” folder.
3.5. Microsoft SharePoint
• API: Lists API, Files API
• Feature/Setting: Automate relocating documents; workflow triggers on project field update.
3.6. Trello
• API: POST /cards/{id}/archive, /boards/{id}/labels
• Feature/Setting: Automatedly archives project cards and boards, tags with archival label.
3.7. Asana
• API: Tasks API: Update, Projects API: Update
• Feature/Setting: Automate setting project as archived, restricts updates, moves attachments.
3.8. Monday.com
• API: change_column_value, archive_board
• Feature/Setting: Automates archiving board and relocating associated files.
3.9. Notion
• API: Update page property, Move page
• Feature/Setting: Automatically moves project page to Archive database.
3.10. Airtable
• API: Update record, Move to view
• Feature/Setting: Automate moving completion-tagged records to “Archived” view.
3.11. Jira
• API: Project API: Archive project
• Feature/Setting: Automates archiving Jira projects, triggers project-level permissions lock.
3.12. Smartsheet
• API: Move row, Update sheet
• Feature/Setting: Automated row moves and sheet archival.
3.13. Slack
• API: conversations.archive
• Feature/Setting: Automate archiving project channels and posting closure notify.
3.14. Basecamp
• API: Archive project API
• Feature/Setting: Automates project archive and client file access changes.
3.15. ClickUp
• API: Folder: Archive, List: Archive
• Feature/Setting: Automate archiving project folders and action lists.
3.16. Google Workspace
• API: Google Script (Drive & Gmail)
• Feature/Setting: Automatedly move files, close associated email threads.
3.17. Xero
• API: UpdateInvoice, ArchiveProject
• Feature/Setting: Automates archiving financial documentation after completion.
3.18. QuickBooks Online
• API: Project API, Invoice API
• Feature/Setting: Automated archiving and flagging completed project billing records.
3.19. Zoho Projects
• API: Projects API: Update Status
• Feature/Setting: Moves completed projects to archive folder.
3.20. Salesforce
• API: Update Record, Change Status
• Feature/Setting: Automatedly updates Opportunity/Project to archived, attaches related files.
3.21. Adobe Creative Cloud
• API: Move assets, Update status
• Feature/Setting: Automator triggers movement of finished project files to storage and revokes shared access.
Benefits
4.2. Automation ensures consistency, reduces error rate, and improves compliance with data retention policies.
4.3. Automating file permissions secures sensitive client information after project closure.
4.4. The automator streamlines retrieval of historical work for portfolio or reference use.
4.5. Automation facilitates efficient workspace management, letting artists focus on active projects.
4.6. Automating notifications ensures all stakeholders are aware of archival status and can request access if needed.
4.7. Automation supports scalable content management as creative teams and project volumes grow.