Digital contract storage and notification for expiry

Purpose

1.1. Centralized, secure digital storage for all amusement ride contracts, vendor agreements, and maintenance records.
1.2. Automated tracking of contract expiry dates to ensure timely renewal and compliance, reducing the risk of accidental service lapses.
1.3. Real-time, multi-channel notification to responsible staff for upcoming expirations, renewal decisions, and audit readiness.
1.4. Digital audit trail for contract moves, reviews, renewals, and status changes to support financial and administrative transparency.
1.5. Streamline the contract lifecycle from receipt/scanning, metadata tagging, archival, to expiry and renewal, with full automation.

Trigger Conditions

2.1. New contract document uploaded or received (email, scanner, e-signature).
2.2. Contract metadata updated (expiry date, vendor, terms).
2.3. Periodic check for contracts nearing expiry (e.g., 30/60/90 days before).
2.4. Scheduled workflow trigger (e.g., daily midnight batch check).
2.5. Manual status change by finance/administration.

Platform Variants

3.1. DocuSign
• Feature/Setting: Webhook on envelope completion, extract expiration date via API, store contract PDF.
3.2. Adobe Sign
• Feature/Setting: Integration with webhook on signed contracts, get contract field data (expiry), upload to storage service.
3.3. HelloSign
• Feature/Setting: Callback on signature completion, API to retrieve document and tagged metadata.
3.4. Dropbox Business
• Feature/Setting: File upload trigger, "Expiring Agreements" folder, shared access control, API for file/folder events.
3.5. Google Drive
• Feature/Setting: Google Apps Script or Drive API, on file upload or update, read custom property (expiry).
3.6. Microsoft OneDrive for Business
• Feature/Setting: Graph API file event subscription, store contracts in "Contracts" library.
3.7. Box
• Feature/Setting: Webhook for new file, metadata extraction, send reminder via API to Box Notes or email.
3.8. SharePoint
• Feature/Setting: Document library workflow, Power Automate for expiry-due notifications.
3.9. Salesforce
• Feature/Setting: Contract object, process builder or Flow to automate expiry check and send email/sms.
3.10. Monday.com
• Feature/Setting: Files column for contracts, date column (expiry), automation to notify on approaching date.
3.11. Airtable
• Feature/Setting: Table for contracts, formula for days-to-expiry, automation to email/Slack reminders.
3.12. Slack
• Feature/Setting: Scheduled or triggered Slackbot message to channel/user, via API for expiry reminders.
3.13. Twilio SMS
• Feature/Setting: SMS API, send expiry reminders with contract link, dynamic message content.
3.14. SendGrid
• Feature/Setting: Email API, trigger renewal notices to stakeholders, merge contract fields in message.
3.15. Zoho Creator
• Feature/Setting: Custom form for contract data entry/upload, scheduled workflow for reminders.
3.16. HubSpot
• Feature/Setting: CRM Deal or Custom Object for contracts, workflow-based reminder emails.
3.17. Notion
• Feature/Setting: Database for contracts, filter for expiry, automation integration for notification.
3.18. Asana
• Feature/Setting: Task with file attachment, due date (expiry), rules for auto-reminder.
3.19. Trello
• Feature/Setting: Card for contract, Due Date set (expiry), Butler automation for reminders.
3.20. Zoho Sign
• Feature/Setting: API to get signed contract, expiry metadata, trigger workflow on expiry date.

Benefits

4.1. Eliminates manual tracking errors, centralizes compliance management.
4.2. Promotes proactive contract management for amusement ride operations.
4.3. Ensures timely renewals, avoiding uninsured or lapsed maintenance/legal coverage.
4.4. Multi-system compatibility for entertainment industry scale, using leading business tools.
4.5. Transparent digital trails support audits, vendor negotiations, and regulatory checks.