Collect and verify documentation needed prior to surveys

Purpose

1.1. Automate the collection, submission, and verification of essential marine documentation (e.g., vessel registration, insurance, compliance certificates) required before conducting maritime surveys.
1.2. Automates requester notifications, document uploads, customer reminders, verification processes, exception handling, status tracking, and pre-survey readiness.
1.3. Ensures documents are correct, complete, and compliant to maritime regulations, automating follow-ups and verifications to eliminate manual errors and delays.
1.4. Automates storage, expiry checks, warnings, and integrates collected documents into client management or surveyor workflow systems.

Trigger Conditions

2.1. Automatedly triggered by new lead submission or onboarding initiation in CRM.
2.2. Manual trigger via assigned surveyor or client kickoff meeting.
2.3. Automated reminders when a client partially submits documentation or misses required documents.
2.4. Automation runs at scheduled intervals to re-check document status or compliance requirements.

Platform Variants

3.1. DocuSign
• Feature/Setting: Automatedly request digital signatures and document uploads using Envelopes API; configure workflow for survey-specific checklists.
3.2. Dropbox
• Feature/Setting: Automate monitored folder creation and client-specific upload requests via File Requests API; automate document status notifications.
3.3. Google Drive
• Feature/Setting: Automate Drive API to generate document folders and permission-controlled sharing links, automating document intake and team visibility.
3.4. Microsoft OneDrive
• Feature/Setting: Automate Graph API to set up upload folders, automate access permissions, and notifications to survey coordinators.
3.5. Box
• Feature/Setting: Automate Box API to create client folders, automate expiring upload URLs, and automate document review status updates.
3.6. PandaDoc
• Feature/Setting: Automate document collection and e-signature flow via PandaDoc API, linking forms to required pre-survey documentation.
3.7. Adobe Sign
• Feature/Setting: Automate e-signature and compliance validation workflows with Adobe Sign REST API, authentication settings for client onboarding.
3.8. SurveyMonkey
• Feature/Setting: Automate pre-survey document collection questionnaires via SurveyMonkey Webhooks; automate follow-ups for incomplete surveys.
3.9. Typeform
• Feature/Setting: Automate dynamic Typeform surveys for document intake, automating submissions to CRM via Typeform API.
3.10. Formstack
• Feature/Setting: Automate document collection forms for marine surveyors, API integration for real-time validation and automated reminders.
3.11. Jotform
• Feature/Setting: Automator for custom upload forms, automated email notifications, and webhook-based integration to verification service.
3.12. Slack
• Feature/Setting: Automate automated reminders and approvals to surveyor channels using Slack API and Scheduling API triggers.
3.13. Trello
• Feature/Setting: Automates card creation to represent document status per lead, using Trello API for checklist progress.
3.14. Monday.com
• Feature/Setting: Automator for automated item creation with document request statuses, triggering automations for pending actions.
3.15. Zapier
• Feature/Setting: Automate cross-app workflows; use “Webhooks by Zapier” to connect form apps and document management tools.
3.16. Salesforce
• Feature/Setting: Automate document checklist objects, validation rules, and workflow triggers for marine survey onboarding.
3.17. HubSpot
• Feature/Setting: Automate onboarding workflow, sequence triggers, automated document upload follow-ups and task creation.
3.18. Pabbly
• Feature/Setting: Automator for multi-app document workflow integrations and event-based document verification.
3.19. Twilio SMS
• Feature/Setting: Configure Twilio Messaging API to automate SMS reminders for incomplete client submissions.
3.20. SendGrid
• Feature/Setting: Automates document request and verification emails, using SendGrid API for triggered, branded emails.
3.21. AWS S3
• Feature/Setting: Automate secure upload URLs, versioning, and event-driven notifications for new document uploads via S3 Events API.
3.22. Microsoft Power Automate
• Feature/Setting: Automates multi-app workflows, triggers document intake actions and verifications on document upload.
3.23. Google Forms
• Feature/Setting: Automate per-client survey initiation; automate follow-up email flows for missing files using Google Script triggers.

Benefits

4.1. Automate reduction of manual document chasing, saving hours per client.
4.2. Increases document accuracy and audit-ready compliance via automated validation.
4.3. Automates communication, enhancing client experience and speeding up onboarding.
4.4. Minimizes error and risk via automated document trail and verification.
4.5. Automating multi-source input gathering reduces bottlenecks, ensuring surveyors receive complete, verified files pre-survey.