Auto-archiving completed projects and customer files

Purpose

1.1. Ensure all completed HVAC installation project files, customer documentation, maintenance logs, contracts, permits, and compliance papers are securely archived to comply with regulatory requirements and facilitate future audits.
1.2. Minimize manual intervention by automating the detection of project completion, file collation, and archival in structured, retrievable storage for operational efficiency.
1.3. Enable seamless team access to archived records for warranty support and post-installation services, reducing operational bottlenecks.
1.4. Secure sensitive customer information and ensure data retention policies are enforced without manual oversight.
1.5. Standardize file naming, metadata tagging, and folder hierarchy based on project parameters (location, customer, date, technician).

Trigger Conditions

2.1. Completion status updated in the project management platform (e.g., "Project Complete" status).
2.2. Final invoice issued or marked paid in accounting software.
2.3. Compliance sign-off form or digital signature received.
2.4. All checklist items for installation marked as done in field service tool.
2.5. Customer feedback or close-out communication logged.
2.6. Completion date exceeds a predefined retention interval.
2.7. Manual trigger by project manager via dashboard or mobile app button.

Platform Variants

3.1. Google Drive
• Feature/Setting: Use Drive API — ‘files.create’ and ‘files.update’ with custom folder path; configure triggers via Google Forms or Google Sheets.
3.2. Dropbox
• Feature/Setting: Use Dropbox API — ‘/files/create_folder_v2’ for folder structure, ‘/files/upload’ for file move on trigger; webhook for status change.
3.3. Microsoft SharePoint
• Feature/Setting: Use REST API — ‘/sites/{site-id}/drive/items’ for archive folder, ‘moveItem’ on project status update.
3.4. OneDrive
• Feature/Setting: Use Graph API — ‘/me/drive/root:/archive:/children’ for archiving, triggered via completed job event in calendar.
3.5. Box
• Feature/Setting: Use Box API — ‘folders’ endpoint to create/organize archives, move files using ‘files/:id’ update.
3.6. Zoho WorkDrive
• Feature/Setting: Use WorkDrive API — ‘/files/upload’ and ‘/teamfolders/{folder_id}/move’ on completion webhook.
3.7. Airtable
• Feature/Setting: Use Airtable API — Automatic record archiving and file attachment transfer on ‘Status’ field change.
3.8. Slack
• Feature/Setting: Files API — Forward files to dedicated archive channel or workflow step when project ends.
3.9. Asana
• Feature/Setting: Use Custom Rules + API — Move attachments to archive task or trigger third-party integration on task completion.
3.10. Trello
• Feature/Setting: Power-Ups + API — Monitor card completion, transfer attachments to designated board or cloud storage.
3.11. Monday.com
• Feature/Setting: Automation recipes — Trigger file move to board/archive folder using API and Status column change.
3.12. Jira
• Feature/Setting: Webhook on “Done” transitions — API call to archive attachments and update project confluence page.
3.13. Salesforce
• Feature/Setting: Flow Builder + Files Connect — Archive opportunity files on stage set to closed/won.
3.14. Freshdesk
• Feature/Setting: Automations — Attachments moved to company archive upon ticket closure using API.
3.15. QuickBooks
• Feature/Setting: Event webhook — On invoice paid, send file data to cloud provider folder via upload API.
3.16. DocuSign
• Feature/Setting: Connect — Automatically archive signed documents to designated folder using API callbacks.
3.17. HubSpot
• Feature/Setting: Workflow automation — Move deal or contact documents to archive drive on closed-won deal trigger.
3.18. Smartsheet
• Feature/Setting: Automated workflows — Move row attachments to target sheet/folder on project complete.
3.19. Zapier
• Feature/Setting: File Workflow Zaps — Triggers for file/folder creation and move steps upon custom conditions.
3.20. Make (Integromat)
• Feature/Setting: Scenario to watch completion triggers, download files, upload to cloud archive; filter by project, date, customer.
3.21. AWS S3
• Feature/Setting: SDK/API — ‘PutObject’ on status event, prefix folder based on project metadata.
3.22. SFTP Servers
• Feature/Setting: Use automated SFTP bots to move files when project status notification received from ERP/CRM system.

Benefits

4.1. Elimination of manual tasks, freeing technician and admin bandwidth for higher-value work.
4.2. Strong audit trails and easier regulatory compliance for HVAC contractors.
4.3. Reduces risks of lost, misplaced, or insecurely stored customer data.
4.4. Enables rapid data retrieval for service callbacks, warranty claims, and inspections.
4.5. Standardizes documentation practices, improving accuracy and team coordination.
4.6. Supports scaling of business without increasing admin workload.
4.7. Integrates with wide range of platforms, ensuring legacy compatibility.
4.8. Provides secure and organized file storage mapped directly to project lifecycle.