Automated digital filing of financial and administrative documents

Purpose

1.1. Enable seamless, error-free, and standardized digital storage of corporate financial and administrative documents for aluminum window companies.
1.2. Automate intake, sorting, categorization, naming, storage, backup, access permissions, indexing, archival, and lifecycle management of files such as invoices, POs, statements, tax records, supplier contracts, HR documents, and compliance documents.
1.3. Eliminate manual filing, reduce compliance risk, and provide rapid retrieval for audits and reporting.
1.4. Ensure secure, scalable, and consistent document management aligned with building materials industry requirements.

Trigger Conditions

2.1. Receipt of documents by email, SFTP, scan/upload portal, or accounting/ERP exports.
2.2. Scheduled batch intake at specified intervals (e.g., nightly sync).
2.3. Workflow status update (e.g., invoice approved, payment completed).
2.4. Detection of new file in designated network folders or cloud storage.
2.5. API webhook or event notification from integrated systems.
2.6. User-initiated upload or drag-and-drop.

Platform Variants

3.1. Microsoft SharePoint
• Feature/Setting: Document Library API — configure automated uploads, unique naming schemes, and access controls via Microsoft Graph API (POST /sites/{site-id}/drive/items/{parent-id}/children).

3.2. Dropbox Business
• Feature/Setting: File upload endpoint — utilize /files/upload API, pre-define folder structure and versioning.

3.3. Google Drive Enterprise
• Feature/Setting: Drive API files.create — automate folder creation, file uploads, and metadata tagging.

3.4. Box
• Feature/Setting: Uploads API — use /files/content endpoint, enable retention policies and folder-level permissions.

3.5. DocuWare
• Feature/Setting: REST API — automate document import, index field population, and validation process.

3.6. SAP Document Management Service
• Feature/Setting: OData or REST API — configure to file automations linked to finance and admin module events.

3.7. Oracle Content Management
• Feature/Setting: Content REST API — script automated document check-in and classification rules.

3.8. Zoho WorkDrive
• Feature/Setting: WorkDrive API — organize uploads, trigger with /teamfolders/upload, apply taxonomies.

3.9. Egnyte
• Feature/Setting: File Upload API — configure to auto-create project or vendor subfolders and manage roles.

3.10. M-Files
• Feature/Setting: M-Files Web Service — automate document class assignment and workflow status change.

3.11. NetSuite File Cabinet
• Feature/Setting: File Cabinet SOAP/REST API — script file attachments to transaction or entity records.

3.12. Salesforce Files
• Feature/Setting: Files Connect API — automate document attachments on finance objects (Account, Opportunity).

3.13. Smartsheet
• Feature/Setting: Attachments API — use endpoint to upload, categorize and tag documents by project or vendor.

3.14. Monday.com
• Feature/Setting: Files column, GraphQL API — auto-upload and assign docs to Finance boards.

3.15. OneDrive for Business
• Feature/Setting: Graph API /drive/items/{id}/children — automate logical folder selection and file writes.

3.16. Adobe Document Cloud
• Feature/Setting: REST API — configure auto-ingestion, OCR, and PDF categorization.

3.17. Dropbox Sign (HelloSign)
• Feature/Setting: Callback/Export API — auto-store signed finance/admin documents in secure folders.

3.18. HubSpot
• Feature/Setting: Engagements API — programmatically attach financial docs to deals or contacts.

3.19. Docusign
• Feature/Setting: Envelopes: Bulk Export API — retrieve completed documents and file into system of record.

3.20. AWS S3
• Feature/Setting: S3 REST API PutObject — automate uploads to financial-year/department path, set lifecycle rules.

3.21. Google Workspace (Gmail to Drive)
• Feature/Setting: Gmail API to auto-detect attachments from specific finance/admin senders, move them to Google Drive using Drive API.

3.22. Slack (for document intake)
• Feature/Setting: Files.upload API — archive documents sent to finance/admin channels to cloud storage platform.

Benefits

4.1. Minimize clerical errors and eliminate document misplacement.
4.2. Accelerate audits, compliance checks, and approvals with instant digital retrieval.
4.3. Enhance document security through automated folder permissions and change history.
4.4. Ensure consistent backup, versioning, and retention according to policy.
4.5. Save time and resources for core financial and administrative work by reducing repetitive tasks.
4.6. Scale document processing seamlessly with growing organization size.
4.7. Support multi-system integration for uniform data management.
4.8. Provide uninterrupted document lifecycle management from creation to archival/disposal.