Document Management**Purpose**
1.2. Ensure compliance with regulations, audit trails, and protect against data loss or unauthorized changes.
1.3. Enable automated notifications, approval routing, and archiving of key client documents and workpapers.
1.4. Streamline onboarding/offboarding of team members by integrating access provisioning and revocation.
**Trigger Conditions**
2.2. User or group permissions changed in system.
2.3. New employee or contractor is added or removed.
2.4. Folder or file accessed outside business hours.
2.5. External sharing request made or link generated.
2.6. Document flagged for client delivery or internal review.
2.7. Scheduled compliance review period reached.
**Platform Variants**
3.1. **Google Drive**
• Feature/Setting: Drive API - Files: watch; Permissions: create, delete, update | Configure webhooks for file changes, permission audits, and sharing link creation.
3.2. **Microsoft SharePoint**
• Feature/Setting: Graph API - /drives/{drive-id}/items/{item-id} | Triggers on version changes and permission modifications.
3.3. **Dropbox Business**
• Feature/Setting: Events endpoint | Use /files/list_revisions and /sharing/list_folder_members for version/access events.
3.4. **Box**
• Feature/Setting: Box API - Events; Collaboration endpoint | Detect uploads, file locks, and collaboration changes.
3.5. **Egnyte**
• Feature/Setting: Egnyte Public API - Audit; File system events | Audit uploads, access rights, or file activity.
3.6. **DocuSign**
• Feature/Setting: Envelopes:get; RecipientEventNotification | Monitor signed document versions and recipient permission status.
3.7. **Citrix ShareFile**
• Feature/Setting: File download/upload events via API; Permissions endpoints | Configure automations for revised files.
3.8. **Zoho WorkDrive**
• Feature/Setting: Files/Versions API; Members API | Track file versions linked to workflow changes.
3.9. **OneDrive for Business**
• Feature/Setting: Graph API - /drive/items/{item-id}/versions | Triggers for versioning and sharing activity.
3.10. **SAP Document Management Service**
• Feature/Setting: REST API - CheckOut/CheckIn Events; User permissions | Monitor document statuses.
3.11. **NetDocuments**
• Feature/Setting: REST API - Document version; Access control logs | Automated monitoring and permissions adjustment.
3.12. **M-Files**
• Feature/Setting: Event Handlers; API - Object state change | Version/permission triggers set for vault documents.
3.13. **Alfresco**
• Feature/Setting: Alfresco REST API - Nodes & Versions; Audit Service | Configure event detection on edits or permission shifts.
3.14. **FileCloud**
• Feature/Setting: Admin API - AuditLog, Permissions; Webhooks | Receive event data for all access and version changes.
3.15. **Slack**
• Feature/Setting: Audit Logs API | Alert on sensitive doc sharing and access right changes.
3.16. **Jira Service Management**
• Feature/Setting: Audit Log API; Attachment events | Monitor support doc versioning and access.
3.17. **AWS S3**
• Feature/Setting: S3 Event Notifications (PUT, POST, DELETE); Access Control Policies | Track all file version events and permission updates.
3.18. **GitHub**
• Feature/Setting: Webhooks; Repository permissions | For accounting workflows/code, version access tracked.
3.19. **Confluence**
• Feature/Setting: Audit Log API; Document version endpoints | Track edited pages/attached documents and permission cascading.
3.20. **Smartsheet**
• Feature/Setting: Attachment Version event; Sheet Sharing Permissions | Automation for new version uploads and user access changes.
**Benefits**
4.2. Provides clear version history required for audits and compliance.
4.3. Speeds up access provisioning for new clients or projects.
4.4. Reduces manual oversight, freeing accounting staff for complex tasks.
4.5. Enables instant notification/traceability for document usage anomalies.
4.6. Assists with rapid response to internal or regulatory investigations.