Tenant verification and documentation annual review

Purpose

1.1. Automate tenant annual verification and compliance document updates for office suites rental agencies.
1.2. Ensures tenant records are current, compliance documents are valid, and non-renewals are flagged.
1.3. Automates reminders, document collection, validity checks, and digital archiving.
1.4. Prevents legal risks, reduces manual workloads, and enables seamless annual document review through workflow automation.

Trigger Conditions

2.1. Scheduled annual date based on tenant lease start/anniversary.
2.2. Policy/configuration changes requiring additional documentation.
2.3. Manual trigger for ad-hoc verification events.
2.4. Document expiry detection triggers automated review loop.

Platform Variants

3.1. DocuSign
• Feature/Setting: Envelope Send/GET Recipient Status API; automate signing requests and collect e-signatures via /envelopes endpoint.
3.2. Google Drive
• Feature/Setting: File Upload & Folder Watch; automate document upload and monitor folders using Drive API v3 (Files: create, Files: list).
3.3. Dropbox
• Feature/Setting: File Request API; automate targeted document request and receipt, monitor folders via /files/list_folder.
3.4. Microsoft OneDrive
• Feature/Setting: Automated API file collection using /me/drive/root/children endpoints; schedule folder scan for missing/expiring docs.
3.5. Twilio SMS
• Feature/Setting: Messaging API (POST /Messages); automate SMS reminders to tenants for review actions.
3.6. SendGrid
• Feature/Setting: Automated email notifications using Mail Send API v3; configure templates, scheduling, and tracking.
3.7. Slack
• Feature/Setting: Incoming Webhooks for team notification; automate alerts to compliance groups channels when issues are detected.
3.8. Zapier
• Feature/Setting: Scheduled Zap automation; orchestrate cross-platform flows triggering based on Google Sheets or CRM changes.
3.9. Salesforce
• Feature/Setting: Object triggers (Apex/Flow) for automated task creation and record updates on annual document review.
3.10. HubSpot
• Feature/Setting: Workflows API; automate contact tasks, reminders, and compliance checklists.
3.11. PandaDoc
• Feature/Setting: Document Automation API; automate review requests, status tracking, and expiration alerts.
3.12. Adobe Sign
• Feature/Setting: API for automated signature requests and expiration monitoring; use /agreements endpoint.
3.13. Monday.com
• Feature/Setting: Automation recipes; automate workflow triggers on document status column.
3.14. Airtable
• Feature/Setting: Automated base scripting; review trigger scripts check document expiry fields.
3.15. Notion
• Feature/Setting: Automated API database queries to track document validity status.
3.16. Box
• Feature/Setting: Webhooks API; automate alerts and doc request workflow using triggers on folders.
3.17. Mailgun
• Feature/Setting: Send/track mass notifications for document renewal; automate using /messages endpoint for compliance reminders.
3.18. Jotform
• Feature/Setting: Automated form submission through API for tenant data collection and document upload.
3.19. Asana
• Feature/Setting: Automated task generation via API to compliance staff for pending reviews.
3.20. Google Calendar
• Feature/Setting: Automated event scheduling/reminders for upcoming document re-verification via /events endpoint.
3.21. Freshdesk
• Feature/Setting: Automated ticket creation for any compliance issues or missing document scenarios.
3.22. Microsoft Teams
• Feature/Setting: Automated message through connectors for document review cycles.

Benefits

4.1. Reduces compliance risk by automatedly ensuring all tenant documents are renewed and verified.
4.2. Frees up staff time through automation, cuts manual tracking, and avoids human error.
4.3. Automates tenant communication—timely reminders via SMS, email, or team channels.
4.4. Centralizes all documentation and automatedly tracks status for auditing and legal protection.
4.5. Promotes process consistency across locations by automating verification and documentation flows.