Centralized document collection for new clients

Purpose

1.1. Establish a single, secure, and efficient workflow to gather, verify, and store all essential new client documentation (such as purchase orders, compliance forms, drawings, certifications, and contracts), enabling rapid onboarding, improved communication, and regulatory compliance for corporate anodizing service operations.
1.2. Eliminate manual document collection, reduce errors, avoid delays, and ensure every required file is accessible to sales, operations, and customer service teams.

Trigger Conditions

2.1. New lead creation in CRM with “Qualified” status.
2.2. Receipt of inquiry from form or email specifying onboarding interest.
2.3. Manual tag or status update against a contact/customer record.
2.4. Document request submitted via partner/vendor portal.
2.5. Detection of new customer contact in an ERP or billing platform.

Platform Variants

3.1. Salesforce
• API: REST API – Event triggers and document record creation when lead status: Qualified
3.2. HubSpot
• Workflow: Contact Property Change – Kick off document request on Lifecycle Stage “Customer”
3.3. Zoho CRM
• Workflow Rules/API: Field update “Onboard Initiated” triggers workflow to send document checklist
3.4. Monday.com
• Automation: Item status change – Use board automation to launch document intake via email
3.5. Microsoft Power Automate
• Template: “When a new item is added” in SharePoint or Dynamics 365 – Start document collection flow
3.6. Google Workspace
• Google Forms API: Form Submission – Gather document uploads and save directly to Drive folder
3.7. Dropbox
• API (File Request): Programmatically generate secure file request links for new clients
3.8. Box
• Automation: Box Relay – Auto-create “Client Intake” folders and send task reminders
3.9. DocuSign
• Envelope API: Send document templates for digital signatures as onboarding sets
3.10. Adobe Acrobat Sign
• REST API: Dispatch required PDF forms for e-signature and upload
3.11. PandaDoc
• API: Create document packets and demand client uploads into assigned folders
3.12. Slack
• Workflow Builder/API: Trigger intake checklist and private channel creation for document review
3.13. Microsoft Teams
• Power Automate Connector: Message team on new client start and attach checklist
3.14. Trello
• Butler Automation: Card status “Onboarding” moves – request document uploads
3.15. AirTable
• Automations: Record creation triggers email with upload links
3.16. AWS S3
• SDK/API: Create secure upload buckets and temporary credentials for unique clients
3.17. OneDrive
• Graph API: Invite users to folder and monitor upload completion events
3.18. Freshdesk
• Workflow Automations: Ticket creation in “Onboarding” group to track document tasks
3.19. Pipedrive
• Webhooks: Deal moved to “New Client” stage – push document requests via integrations
3.20. Asana
• Rules Automation: Task set to “Docs Required” – auto-email client and follow up reminders

Benefits

4.1. Reduces onboarding time by centralizing client documents collection in one managed system.
4.2. Minimizes manual communication and transcription errors.
4.3. Improves customer experience through streamlined, guided documentation intake.
4.4. Enhances cross-team visibility and rapid access to critical onboarding records.
4.5. Strengthens audit trails and regulatory compliance by logging every action and document received.