Client onboarding documentation collection

Purpose

1.1. Collect all required client documentation efficiently to onboard new advertising agency clients, including company branding assets, campaign goals, signed agreements, compliance forms, and payment details.
1.2. Streamline the process by automating client reminders, document intake, team notifications, status tracking, and secure archival—reducing manual work, risk of errors, and onboarding delays.
1.3. Ensure full/final documentation is easily accessible for compliance checks and campaign launch readiness, with audit trails for accountability.
1.4. Integrate documentation collection across communication channels (email, SMS, chat), e-signature portals, and agency management platforms for seamless operations.

Trigger Conditions

2.1. New client is marked as “Won”/“Approved” in a CRM or lead pipeline.
2.2. Signed service contract uploaded or status set to “Agreed.”
2.3. Manual or API-based operator trigger from an account manager or project lead.
2.4. Scheduled onboarding dates or campaign kick-off deadlines approach.
2.5. Initiation from agency intake form or client portal submission.

Platform Variants

3.1. Salesforce
• API: Workflow Rule or Flow with “On Opportunity Stage Change” trigger.
• Sample: Configure flow to detect opportunity → launch document request task via API.
3.2. HubSpot
• Workflow: Deal Stage trigger, “Client Onboarding” task creation and email automation.
• Sample: Create workflow to send automated onboarding email with upload link.
3.3. Slack
• API: Incoming Webhook for #onboarding channel notifications.
• Sample: Send alert to team when client completes document upload.
3.4. DocuSign
• Feature: Template automation & API envelope creation for contracts and NDAs.
• Sample: Auto-send signature request upon deal close.
3.5. Google Drive
• API: Drive API “Create Folder” and “Upload Request.”
• Sample: Auto-create client folder and email upload link to client.
3.6. Dropbox Business
• Feature: File Request API, audit events for upload tracking.
• Sample: Generate secure file request and monitor responses.
3.7. Microsoft Teams
• API: Channel bot or webhook for onboarding status updates.
• Sample: Notify team “Docs received from Client X.”
3.8. Mailgun
• Feature: Transactional email API and “Message Events” webhook.
• Sample: Issue customized document request email; track delivery/read.
3.9. PandaDoc
• Feature: Template API for onboarding checklists and agreements.
• Sample: Dispatch onboarding doc packet; auto-track e-sign status.
3.10. Airtable
• API: “New Record” webhook in Onboarding Requests base.
• Sample: Add client → triggers coordinated requests for documentation.
3.11. JotForm
• Feature: Form submit webhook for documentation intake.
• Sample: Send client custom form link; intake triggers follow-ups.
3.12. Zoho CRM
• Workflow: Blueprint automation or custom function on client “Won.”
• Sample: Fire sequence: onboarding email → assign tasks → monitor responses.
3.13. Monday.com
• Feature: Automation on item status; “Doc Request” pulse.
• Sample: Move new client item, trigger notification + checklist.
3.14. Gmail
• API: Label-based filter triggers; auto-forwarding onboarding requests.
• Sample: If client onboarding email arrives, forward with filing instructions.
3.15. Calendly
• API: On scheduled meeting event, fire onboarding workflow.
• Sample: Client books onboarding call, automatic document request sent.
3.16. Trello
• Feature: Butler automation for onboarding checklist card creation.
• Sample: Card with document steps created when new client board initiated.
3.17. Google Forms
• Feature: Form submit triggers document request acknowledgments.
• Sample: Auto-email confirmation and next steps after form completion.
3.18. Pipedrive
• Workflow: Deal status automation; API for onboarding sequence.
• Sample: On “Deal Won,” send onboarding packet and reminders.
3.19. Adobe Sign
• Feature: Send for signature API, onboarding doc tracking.
• Sample: Auto-push MSA and SOW for client signature post-close.
3.20. ActiveCampaign
• Automation: On list add/tag, send onboarding series with Doc Request.
• Sample: New onboarded client added, kicks off email sequence for each doc.

Benefits

4.1. Reduces manual follow-up lag, standardizes onboarding process, and limits compliance risk.
4.2. Improves client experience with clear communications and real-time updates.
4.3. Enhances internal coordination, ensuring every stakeholder receives documents timely.
4.4. Maintains a transparent audit trail for every onboarding step.
4.5. Integrates smoothly with preferred tech stacks in professional marketing service environments.