Document storage and sharing automation

Purpose

1.1. Automate storage, retrieval, and sharing of financial, administrative, grant, and compliance documents for arts organizations, boosting efficiency, data governance, and collaboration.
1.2. Automating document management minimizes manual steps, ensures secure access for board/advisory committee/administrative staff, and keeps version control with audit trail.
1.3. Enable automated notifications for new uploads, requests, or edit activities, securing transparency and accountability for non-profit grants and annual financial reporting.

Trigger Conditions

2.1. Automated upload of invoices, grant files, receipts, or board reports to a designated storage folder.
2.2. Creation or update of a document by finance/admin staff triggers automated sharing to stakeholders.
2.3. Scheduled automator runs for backup or archival.
2.4. Receipt of documents via email attachment or form submission triggers auto-organization into categories.
2.5. Requests for access permissions trigger automated approval workflows.

Platform Variants

3.1. Google Drive API
• Feature/Setting: Automate file uploads (`files.create`), permissions (`permissions.create`).
• Sample: Configure automated upload and sharing for "Financial Reports" folder.
3.2. Dropbox Business API
• Feature/Setting: Automates folder/file creation (`/files/upload`), sharing links (`/sharing/create_shared_link_with_settings`).
• Sample: Automate sharing new board minutes with selected emails.
3.3. Microsoft OneDrive API
• Feature/Setting: Automate file sync (`/drive/items/{item-id}/content`), automated permission grants (`/invite`).
• Sample: Scheduled automator for monthly finance folders.
3.4. Box API
• Feature/Setting: Automates uploads (`upload file`), collaboration invites (`collaborations endpoint`).
• Sample: Auto-invite committee members on folder creation.
3.5. SharePoint REST API
• Feature/Setting: Automate document libraries (`/_api/web/lists`), automating permissions.
• Sample: Automate grant documentation storage by fiscal year.
3.6. Egnyte API
• Feature/Setting: Automate storage with `File Upload`, automate sharing (`Links`).
• Sample: Auto-distribute financial policy revisions.
3.7. Zoho WorkDrive API
• Feature/Setting: Automate workspace creation, automated permission assignments.
• Sample: New project automates drive and access for team leads.
3.8. Citrix ShareFile API
• Feature/Setting: Automate upload, automator for sharing (`Access Control`).
• Sample: Automate stakeholder shares for new compliance docs.
3.9. Tresorit API
• Feature/Setting: Automated folder permissions, link generation for sharing.
• Sample: Automated link to upcoming budget files per event.
3.10. Adobe Document Cloud API
• Feature/Setting: Automate PDF storage, automated sharing workflows.
• Sample: Grant contracts automatedly sent for review.
3.11. Slack API (File Upload)
• Feature/Setting: Automate file posting to channels or DMs for workflow transparency.
• Sample: Auto-upload new financial policies to board channel.
3.12. Salesforce Files Connect
• Feature/Setting: Automate external repository integration, automator for record-linked documents.
• Sample: Automate storing approved grant proposals.
3.13. Notion API
• Feature/Setting: Automated document page embedding, database upload.
• Sample: Automate board report summaries in scheduled Notion pages.
3.14. Airtable API
• Feature/Setting: Automate attachment fields for document storage, automate sharing rows.
• Sample: Automatic grant reporting database document uploads.
3.15. Monday.com API
• Feature/Setting: Automate document upload to items, automating sharing to team.
• Sample: Finance workflow automates file addition to approval pulse.
3.16. M-Files API
• Feature/Setting: Automate document vault storage, automated workflow triggering on new files.
• Sample: Automate compliance workflow for new funder agreements.
3.17. DocuSign Rooms API
• Feature/Setting: Automate secure document upload, permissions automation.
• Sample: Automated grant contract storage on signature complete.
3.18. Asana API
• Feature/Setting: Automate attachment upload to tasks, automate sharing to project team.
• Sample: Auto-add expense documentation to finance tasks.
3.19. Google Workspace Admin SDK
• Feature/Setting: Automate document audit logs, automate user/folder provisioning.
• Sample: Automated monitoring of sensitive arts grant folders.
3.20. Zapier Webhooks
• Feature/Setting: Trigger custom automations to any cloud storage with automatable REST APIs.
• Sample: Auto-route submissions to audit-compliant folders across cloud providers.
3.21. AWS S3 API
• Feature/Setting: Automate document storage with permissions, automate archival policies.
• Sample: Automate offsite backups monthly.
3.22. Nextcloud API
• Feature/Setting: Automate group folder provisioning and sync/share settings.
• Sample: Automated annual reporting folder structure for each program.

Benefits

4.1. Automating document storage and sharing reduces manual effort and human error, increasing reliability in audit trails.
4.2. Builds consistent compliance for grant requirements and financial review through automated organization.
4.3. Enhances collaborative review via instantly automated sharing with boards or committees.
4.4. Provides robust security and access governance using automated permissioning and file auditability.
4.5. Automates notifications, record retention, and backup schedules, decreasing risk of data loss or unauthorized access.