Document approval routing for managers

Purpose

1.1. Automate document approval routing for managers in a coffee wholesaler, accelerating invoice processing, contract sign-offs, pricing approvals, HR leave requests, and purchase orders.
1.2. Automation ensures approvers are instantly notified, escalations are handled, and document flow is logged for compliance and transparency in wholesale coffee operations.
1.3. This automator solution prevents bottlenecks, eliminates manual hand-offs, monitors approval SLAs, and centralizes audit trails for quality assurance and industry standards.

Trigger Conditions

2.1. New document uploaded to cloud storage (e.g. contract as PDF in Drive/SharePoint).
2.2. Email submission detected with attachment labeled as “approval required.”
2.3. CRM or ERP status change (e.g. Purchase Order set to "Pending Approval").
2.4. Workflow form submitted via internal portal.
2.5. Deadline reminder for unapproved document approaching (auto-escalation).
2.6. Manager added as approver in user directory or HR system update.

Platform Variants

3.1. Google Drive
• Feature/Setting: Use “Files: watch” API to automate triggers when a file is added to a folder.
3.2. Microsoft SharePoint
• Feature/Setting: Configure automated Flow with “When a file is created” in a library.
3.3. DocuSign
• Feature/Setting: Automate “Envelope Routing” via REST API to dynamically set signer order.
3.4. Slack
• Feature/Setting: Automate “chat.postMessage” to send approval request DM to managers.
3.5. Microsoft Teams
• Feature/Setting: Use “Create chat message” action for approval links directly in Teams.
3.6. Salesforce
• Feature/Setting: Automate “Process Builder” or “Apex Triggers” for status changes on records.
3.7. HubSpot
• Feature/Setting: Use Workflow API to automate notification and record update on approval.
3.8. Trello
• Feature/Setting: Automate “Card move” webhook to trigger approval checklist for managers.
3.9. Monday.com
• Feature/Setting: Automate “Change column value” to initiate approval and notify stakeholders.
3.10. Zendesk
• Feature/Setting: Use “Ticket updated” webhook to route approval tickets to manager group.
3.11. Asana
• Feature/Setting: Automate “Task assigned” webhook to notify manager and capture feedback.
3.12. JIRA
• Feature/Setting: Configure “Workflow transition” automation rule for document approvals.
3.13. Dropbox
• Feature/Setting: Automate “File added” webhook to trigger approval request email.
3.14. ServiceNow
• Feature/Setting: Automate “Record inserted” in Approval Table to begin routing.
3.15. BambooHR
• Feature/Setting: Use “Time Off Request” API to automate manager approval request for HR docs.
3.16. SAP
• Feature/Setting: Automate “Workflow for Documents” to route based on department or value.
3.17. Oracle Cloud
• Feature/Setting: Automate “BPM Workflow” for multi-level document approvals.
3.18. Box
• Feature/Setting: Use “Event trigger” for file upload to initiate approval task.
3.19. Smartsheet
• Feature/Setting: Automate “Update Request” to manager row when approval field is blank.
3.20. Gmail
• Feature/Setting: Configure “Labels” and “Watch” activity to automate routing for incoming docs.

Benefits

4.1. Automates repetitive approval steps and minimizes human error or delays.
4.2. Provides centralized automated tracking and reporting for audits.
4.3. Enables instant automated escalations for overdue approvals.
4.4. Creates transparent automated trails for compliance and logistics.
4.5. Supports scalable, consistent, and automatable business processes across the wholesale coffee industry.