Document and Report AutomationPurpose
1.2. Eliminate manual filing errors; schedule, organize, and store reports accurately based on document lifecycle and legal timelines.
1.3. Facilitate seamless access, recovery, and audit readiness by auto-shifting eligible documents from active storage to archive locations.
Trigger Conditions
2.2. Retention period expiration or preset archiving date reached.
2.3. Manual override or administrative flag for immediate archival.
Platform Variants
3.1. Microsoft SharePoint
• Feature: Power Automate Flow
• Setting: Configure document move with ‘When a file is created or modified’ trigger and ‘Move file’ action to archival folder.
3.2. Google Workspace (Drive)
• Feature: App Script / Drive API
• Setting: Time-driven trigger script moves files to ‘Archive’ folder using file metadata and retention date.
3.3. Dropbox Business
• Feature: Dropbox API / Automations
• Setting: Event-based automation for file move; configure webhook for completed status, invoke ‘files/move_v2’ API.
3.4. Box
• Feature: Box Relay Workflow
• Setting: Trigger ‘Move File’ upon metadata or completion tag update, define destination archival directory.
3.5. Salesforce
• Feature: Process Builder / Flow
• Setting: On Opportunity/Case ‘Closed’ event, trigger file migration to ‘Archive’ object or external storage via API.
3.6. Zoho WorkDrive
• Feature: Zoho Flow
• Setting: Rule for “file modified” event; auto-move to archival folder if retention condition met.
3.7. DocuSign
• Feature: Connect API
• Setting: Post-completion callback triggers document download and API call to archival DMS.
3.8. Adobe Acrobat Sign
• Feature: Acrobat Sign API
• Setting: Webhook for agreement completion; export and move to long-term archive.
3.9. Smartsheet
• Feature: Automated Workflow
• Setting: Row status change initiates copy/move attachment to archive sheet or workspace.
3.10. SAP SuccessFactors
• Feature: Intelligent Services Center
• Setting: Event-based rule moves completed document to S3/SharePoint as archive.
3.11. Oracle Content & Experience Cloud
• Feature: Process Automation
• Setting: Configure retention policy actions for auto-move to archive after workflow closure.
3.12. NetDocuments
• Feature: ndAutomate
• Setting: Workflow step reaches ‘final’, trigger ‘archive’ action via API integration.
3.13. M-Files
• Feature: Workflow Automation
• Setting: Metadata triggers ‘archived’ state; automatic relocation to archival vault.
3.14. OnBase by Hyland
• Feature: Workflow and Retention Schedules
• Setting: Predefined schedule moves closed record to compliant storage.
3.15. OpenText Content Suite
• Feature: Records Management
• Setting: Lifecycle policy evaluates and moves files to archive once criteria matched.
3.16. Egnyte
• Feature: Workflow Automation
• Setting: Scheduled file move jobs using retention rules and folder automation.
3.17. AWS S3
• Feature: Lifecycle Management Policies
• Setting: Define tag for completed appraisals; policy transitions to ‘Glacier’/archive after retention.
3.18. Azure Blob Storage
• Feature: Blob Lifecycle Management
• Setting: Tagging of documents at appraisal-end; rules auto-move to archive tier.
3.19. IBM FileNet
• Feature: Content Lifecycle Management
• Setting: Event-driven archival after workflow completion via retention scheduler.
3.20. Alfresco
• Feature: Rules Engine
• Setting: ‘When property value changes’ rule auto-archives the document to a records management site.
Benefits
4.2. Reduces manual intervention and risk of error.
4.3. Optimizes storage use and operational efficiency.
4.4. Simplifies audits and retrieval through systematic archiving.
4.5. Enables quick implementation across multiple environments through documented triggers and APIs.