Documentation & CompliancePurpose
1. Enable secure, compliant, and systematic archiving of finalized job documentation in air compressor repair service environments.
2. Ensure that all work reports, inspection sheets, customer acknowledgements, and compliance records are preserved automatically after job completion for audits, legal retention, and operational reviews.
3. Reduce manual labor, error risks, and delays by integrating automated archiving across multiple data sources, communication channels, and storage solutions.
Trigger Conditions
1. Completion status marked on job management system.
2. Receipt of signed customer approval (PDF/image) emailed or uploaded.
3. Digital workflow end flag (e.g., checklist completed on mobile app).
4. New file/folder detected in specific team folder.
5. Completion event received from field service or ERP software API.
Platform Variants
1. Google Drive
- Feature/Setting: Use Drive API v3 "Files: create" or "Files: move" for auto-upload and directory management; configure webhook to react to file changes.
2. Microsoft SharePoint
- Feature/Setting: Configure REST API endpoint "Create Item" in target document library upon trigger.
3. Dropbox
- Feature/Setting: Endpoint "/files/upload" to place files in time-stamped archive folders based on job completion event.
4. Box
- Feature/Setting: "Folders API – Create Folder" then "Files API – Upload File" for structured archiving; metadata tagging.
5. OneDrive for Business
- Feature/Setting: Graph API "DriveItem: Create" to move and tag documents under compliance directories.
6. AWS S3
- Feature/Setting: "PutObject" via SDK or REST API after job completion; configure bucket lifecycle for retention.
7. Google Cloud Storage
- Feature/Setting: Use "objects.insert" within a job-specific bucket when documentation is finalized.
8. Egnyte
- Feature/Setting: "Upload File" REST API to archive documentation in secure folders; apply permission policies.
9. Zoho WorkDrive
- Feature/Setting: "Files API – Upload" triggered by webhook from job management app.
10. DocuWare
- Feature/Setting: "REST Import API" to auto-archive PDFs and scanned docs from field teams.
11. M-Files
- Feature/Setting: Use "Vault API – CreateObject" configured for completed work orders.
12. Adobe Document Cloud
- Feature/Setting: "REST API – Upload File", archive and tag as finalized project docs; enable audit trail.
13. SAP Document Management
- Feature/Setting: "OData API – POST document" to SAP DMS after job status equals ‘complete’.
14. ServiceNow
- Feature/Setting: "Attachment API – Create" on completed Incident/Work Order record.
15. Smartsheet
- Feature/Setting: "Sheets API – Add Row Attachment" for archive trigger, using job info mapped as row data.
16. Monday.com
- Feature/Setting: "Files column upload" via GraphQL API at item status change to "Complete".
17. Jira Service Management
- Feature/Setting: "Attachment API – Add" when issue transitions to Done; optionally auto-label.
18. Salesforce
- Feature/Setting: "Files Connect" or "ContentVersion" API upload after Service Work Order status changes to closed.
19. Airtable
- Feature/Setting: "Attachments field" update using REST API following job record automation.
20. Slack
- Feature/Setting: "Files.upload" endpoint to archive channel after receiving completion message/action.
21. FTP/SFTP Servers
- Feature/Setting: Auto-upload or move job docs to dedicated folder using secure file transfer scripts on job completion.
22. HubSpot
- Feature/Setting: "Files API – upload file" to attachment repository triggered by deal/ticket closed.
Benefits
1. Improves compliance with industry record-keeping standards and audit readiness.
2. Minimizes human error and lost documentation by enforcing systematic digital archiving.
3. Accelerates access and retrieval for regulatory checks, client queries, or internal KPI reviews.
4. Reduces operational workload through cross-platform integration, automating formerly manual processes.
5. Guarantees security and data sovereignty with proper archival policies and automated retention settings across tools.