Automated document sharing with stakeholders

Purpose

1.1. Ensure secure, timely, and compliant sharing of adoption-related documents with stakeholders such as adoptive families, child welfare agencies, attorneys, and state regulators.
1.2. Minimize manual handling, reduce errors, maintain audit trails, control document versions, and automate notifications to guarantee document integrity and traceability.
1.3. Support confidentiality and meet legal requirements by tightly managing permissions, tracking access, and providing automated reminders for deadlines relating to documentation.

Trigger Conditions

2.1. Approval or upload of new or amended adoption case documents.
2.2. Scheduled compliance reviews reaching a defined due date.
2.3. Receipt of an external or internal document request from stakeholders.
2.4. Completion of a required task or milestone in the adoption process workflow.
2.5. Automated periodic audits identifying missing or outdated files.

Platform Variants

3.1. Microsoft SharePoint
• Feature/Setting: Configure automated sharing with “Send To Connections” and document library access rules.
3.2. Dropbox Business
• Feature/Setting: Use “File Requests API” and “Shared Link Settings” for automated distribution.
3.3. Box
• Feature/Setting: Employ “Collaborations API” and define shared folder access rules for stakeholder sharing.
3.4. Google Drive
• Feature/Setting: Automate file sharing using “Drive API v3” with permission and notification endpoints.
3.5. DocuSign
• Feature/Setting: Set up “Envelope Send API” for automated delivery of signature-required documents.
3.6. Adobe Sign
• Feature/Setting: Use “Agreement Send API” with scheduled or event-driven triggers for document distribution.
3.7. Salesforce
• Feature/Setting: Activate “Files Connect” and “Platform Events” for access-controlled document delivery.
3.8. Slack
• Feature/Setting: Use “files.upload” API method and channel notifications for stakeholder alerting.
3.9. Zendesk
• Feature/Setting: Set up “Ticket Attachment” automation using trigger-based sharing rules.
3.10. HubSpot
• Feature/Setting: Enable “Workflows” for document emails and permissioned download links.
3.11. Dropbox Sign (HelloSign)
• Feature/Setting: Automate signature requests and share copies via “Signature Request Send” API.
3.12. Asana
• Feature/Setting: Use “Attachment Added” webhook and project rules for document notifications.
3.13. Monday.com
• Feature/Setting: Integrate with “Files Column” functionality and automate stakeholder sharing rules.
3.14. Trello
• Feature/Setting: Automate using “Card Attachment” and “Butler” rules to distribute documents.
3.15. ServiceNow
• Feature/Setting: Deploy “Document Management” workflows with stakeholder-specific delivery.
3.16. JIRA
• Feature/Setting: Use “Attachment Added” event triggers and “Issue Watchers” for compliance sharing.
3.17. Smartsheet
• Feature/Setting: Set “Automated Actions” to send attachments or links on sheet update or approval.
3.18. OneDrive for Business
• Feature/Setting: Automated sharing using “Share API” and link expiration settings.
3.19. Egnyte
• Feature/Setting: Customize “File Sharing API” and “File Audit” for scheduled or event-driven deliveries.
3.20. M-Files
• Feature/Setting: Configure “Workflow Actions” to trigger external sharing and document confirmations.

Benefits

4.1. Guarantees real-time, error-free delivery of time-sensitive adoption documents.
4.2. Reduces compliance risks by automating access, logging, and permissions.
4.3. Improves stakeholder satisfaction via prompt updates and transparency.
4.4. Lowers administrative workload, freeing staff for higher-value tasks.
4.5. Enhances auditability and simplifies regulatory reporting.