Financial & Administrative AutomationsPurpose
1.2. Address requirements for secure, long-term automated storage, client confidentiality, audit-readiness, legal discoverability, and seamless retrieval for finance and administration in architecture practices.
1.3. Prevent data silos, manual filing errors, and compliance lapses by automating document handling from ingestion, categorization, encrypted storage, to retention/disposal scheduling.
Trigger Conditions
2.2. Automated email receipt with invoices, contracts, or project files.
2.3. Real-time or scheduled automation of daily/weekly/monthly document reviews.
2.4. Automated document status change, e.g., project approval or project closure.
2.5. Automated policy-mandated retention period reached.
Platform Variants
• Automate archiving with 'Document Management' API and retention labels; configure Flow for automated archiving on upload or policy trigger.
3.2. Google Drive
• Automate with 'Drive API v3', using automated scripts to categorize, move to folders, and configure Vault retention rules.
3.3. Dropbox Business
• Automate with 'File Requests', 'Events API', and retention policy enforcement for all architectural files.
3.4. Box
• Automator: Box API — automate file upload triggers, 'Retention Policies' endpoints, and workflow automation for admin compliance.
3.5. DocuWare
• Automate via DocuWare Platform API, using preconfigured templates and retention schedules.
3.6. Egnyte
• Automator: Egnyte 'Files API' for scheduled archiving based on metadata and compliance policies.
3.7. Zoho WorkDrive
• Automation: WorkDrive API — automate file handling, move/archive actions, and Data Retention settings.
3.8. M-Files
• Automate with M-Files REST API, 'Document Lifecycle' automation, and compliance workflows.
3.9. OpenText Content Suite
• Automator: Content Suite REST API — automate compliance archiving, retention, and lifecycle management.
3.10. Alfresco
• Automate with Alfresco Process Services, 'Records Management' APIs, and scheduled retention jobs.
3.11. ShareFile
• Automate with Citrix ShareFile API — use automated policies for document class-based archiving.
3.12. OneDrive for Business
• Automate with Graph API and Compliance Center: auto-archive on detected content or metadata tag.
3.13. IBM FileNet
• Automator: Content Manager REST API — automate ingestion workflows and regulatory hold.
3.14. SAP Document Management System
• Automate with OData API for automated project closure archiving.
3.15. Laserfiche
• Automate via Workflow Designer and REST API for automated retention and destruction.
3.16. Adobe Document Cloud
• Automation: Cloud Signature API and Document Archiving Actions for policy compliance.
3.17. Smartsheet
• Automate through Smartsheet API to trigger archiving from design workflows or financial logs.
3.18. NetDocuments
• Automation: NetDocuments REST API, automating workspace archiving after phase completion.
3.19. Monday.com
• Automate with Monday API for automated document archive boards based on workflow status.
3.20. Notion
• Automator: Notion API, automate archiving database entries when status or retention criteria are met.
3.21. Trello
• Automate using Trello API to move project attachments into archive lists on card status change.
3.22. AWS S3
• Automate: S3 Lifecycle Policies and PutObject API for tiered storage and automated transitions.
Benefits
4.2. Automates retention monitoring and secure purge at end of lifecycle, reducing risks of non-compliance.
4.3. Accelerates audit preparedness by automating indexed and tagged archives for instant retrieval.
4.4. Automating administrative overhead enables focus on core architectural design activities.
4.5. Automator eliminates redundant document processing for improved operational efficiency and evidence tracking.