Central document archive updates with new contracts/invoices

Purpose

1.1. Automate capturing, indexing, and updating a central document archive with newly signed contracts and invoices from multiple sources.
1.2. Enable automated, real-time compliance tracking and document retrieval for all wholesale handicrafts transactions and partnerships.
1.3. Ensure all inbound documents are automatically routed, categorized, and flagged for audits, reducing manual data entry and automating backup cycles.
1.4. Facilitate automated archival workflows ensuring no contract or invoice is missed, catering to regulatory, audit, and operational requirements in handicraft wholesaling.

Trigger Conditions

2.1. Automated email receipt of contracts or invoices (PDF, DOCX, etc.).
2.2. Automated file upload in monitored cloud storage or FTP location.
2.3. Automated completion of digital signature workflows.
2.4. Automated CRM entry change (e.g., sale/contract closed).
2.5. Automated invoice generation from accounting software.

Platform Variants

3.1. Google Drive
• Function: Drive API – automate uploading/organizing files via "Files: insert" endpoint.
• Sample: Configure folderID and metadata; monitor for changes with "Changes: watch".
3.2. Dropbox
• Function: /files/upload endpoint – automate saving incoming documents.
• Sample: Set target path and enable webhooks for new file detection.
3.3. Microsoft SharePoint
• Feature: Document Library REST API – automate "CreateUploadSession" for new files.
• Sample: Specify siteID/libraryID; automate versioning upon upload.
3.4. OneDrive for Business
• Feature: /drive/root/children endpoint – automate file creation and update events.
• Sample: Automate triggers via Microsoft Graph notifications.
3.5. Box
• Feature: Uploads API – automate "POST /files/content" to central folders.
• Sample: Automate metadata tagging for contracts/invoices type.
3.6. DocuSign
• Function: Envelopes: webhook events – automate fetching completed documents.
• Sample: Configure “documentCompleted” event to trigger archive update.
3.7. HelloSign
• Setting: Callbacks for “signature_request_signed” – automate pulling PDF/contract.
• Sample: Webhook target uploads file to central archive.
3.8. Adobe Acrobat Sign
• Function: REST API GET “agreements” endpoint – automate download after signing.
• Sample: Event-based trigger streams documents to archive.
3.9. Zoho CRM
• Feature: Workflow Automation – automate trigger on deal/invoice module update.
• Sample: Push attached documents with Zoho API to archive.
3.10. Salesforce
• API: Files Connect – automate on closed sales/contract object changes.
• Sample: Apex trigger invokes file push to external archive.
3.11. HubSpot
• Feature: Workflow Automation – automate when deal closes or invoice is attached.
• Sample: Workflow pushes document URLs/attachments to archive location.
3.12. QuickBooks Online
• API: Attachments endpoint – automate extracting invoices for archiving.
• Sample: Scheduled retrieval stream uploads to document archive.
3.13. Xero
• API: Invoice Attachments – automate exporting and pushing invoice PDFs.
• Sample: Automated hooks upload files securely.
3.14. Slack
• API: Event Subscriptions – automate monitoring for contract/invoice file uploads.
• Sample: Bot captures files from channel and posts to archive.
3.15. Trello
• Power-Ups: Attachments automation – automate moving file cards to archive.
• Sample: Rule detects “contracts/invoices” label and archives attachment.
3.16. Zapier
• Feature: Multi-Step Zap – automate transfer via cloud storage/inboxes to archive.
• Sample: Document automation triggers on new email/PDF in Gmail.
3.17. Make (Integromat)
• Scenario: Automated monitoring of multiple cloud sources; upload to central archive.
• Sample: Auto-processes contracts/invoices on trigger event.
3.18. SFTP/FTP Servers
• Script: Shell/FTP automation – monitor directories for new uploads, automate sync.
• Sample: Cron script pushes new contracts/invoices to archive.
3.19. AWS S3
• Lambda Function: Automate trigger on S3 “ObjectCreated” event to process files.
• Sample: Lambda moves file to compliance-ready archive bucket.
3.20. Google Cloud Storage
• Function: Cloud Function on bucket upload – automate indexing and archiving.
• Sample: Trigger classifier tags and archives document.

Benefits

4.1. Automatedly centralizes and secures all key documents, minimizing compliance risks.
4.2. Automates retrieval for audits, accelerating due diligence and financial reviews.
4.3. Automates manual workloads, freeing staff for core business tasks.
4.4. Scales easily with automated document intake from multiple digital channels.
4.5. Maximizes data integrity and resilience with automated backups and versioning.
4.6. Automates regulatory compliance, catering to global trade and artisan product rules.