Automatic ID and documents collection from leads

Purpose

1. Automate the acquisition, organization, and secure storage of identification and supporting documentation from prospective tenants during the lead qualification and onboarding process.

2. Eliminate manual chasing of leads for required documents, reduce processing delays, ensure compliance (KYC, AML), and prepare files for rapid contract generation.

3. Streamline communication, improve prospective tenant experience, and facilitate document verification and audit readiness.

Trigger Conditions

1. New lead enters CRM via website form, third-party portal, or referral.

2. Move lead to "Qualified" or "Needs Documents" stage in CRM.

3. Manual trigger by agent within CRM when document request becomes necessary.

4. Triggered by completion of preliminary eligibility check.

5. Scheduled batch collection for lists of unresponsive leads.

Platform Variants

1. Salesforce

• Feature/Setting: Workflow Builder—Set rule to auto-send document request when lead stage updates; configure File Upload API for attachments.
  

2. HubSpot

• Feature/Setting: Lead Pipeline Automation—Use "Send Email" action with personalized document request and HubSpot File Upload field.
  

3. Zoho CRM

• Feature/Setting: Blueprint—Trigger "Request Documents" email with unique upload link using Zoho Flow and Zoho WorkDrive API.
  

4. Microsoft Power Automate

• Feature/Setting: Scheduled Flows—Monitor lead status, trigger "Send Email with Power Apps Attachment request."
  

5. Google Workspace (Gmail/Drive/Forms)

• Feature/Setting: Google Forms—Auto-generate individual form with File Upload; link form via Gmail template triggered by Apps Script.
  

6. Dropbox

• Feature/Setting: File Requests API—Generate unique document request URLs; embed or email to prospect.
  

7. DocuSign

• Feature/Setting: Envelope API—Send secure request for document upload as part of pre-contract eSignature workflow.
  

8. OneDrive

• Feature/Setting: File Request—Create using OneDrive API; email integration via Microsoft Graph API.
  

9. Typeform

• Feature/Setting: Advanced Logic—Trigger file upload questions based on eligibility answers; auto-send via email webhook.
  

10. PandaDoc

• Feature/Setting: Document Automation API—Embed ID upload request in onboarding packet; receive file in secure storage.
  

11. Jotform

• Feature/Setting: File Upload Widget—Form generation API triggered via webhook from CRM.
  

12. Pipedrive

• Feature/Setting: Workflow Automation—Use "Send Mail" and external file upload link generation upon lead stage advancement.
  

13. Slack

• Feature/Setting: Workflow Builder—Auto-message with secure upload link via Slackbot when new lead is tagged "Document Request."
  

14. Intercom

• Feature/Setting: Messenger Automation—Auto-send upload link in chat when lead passes qualification in Intercom.
  

15. Mailgun

• Feature/Setting: Send complex transactional emails containing unique file-upload links with tracking.
  

16. Twilio SMS

• Feature/Setting: Programmable Messaging—Send SMS with shortened upload URL when lead triggers collection event.
  

17. Box

• Feature/Setting: File Request Link via Box API—Send upon CRM webhook trigger.
  

18. Airtable

• Feature/Setting: Automations—Generate form with file upload field; send personalized request email using Airtable Automations and scripts.
  

19. Monday.com

• Feature/Setting: Automations—Change item status to "Docs Requested" triggers integration to send email with upload link.
  

20. Zendesk

• Feature/Setting: Trigger workflow—Send support ticket/request for document submission with secure upload field or link.
  

21. ClickSend

• Feature/Setting: SMS API—Automated sending of upload instructions when CRM stage matches "Awaiting Documents."
  

22. HelloSign

• Feature/Setting: Signature request with integrated ID upload field, API-triggered workflow.
  

Benefits

1. Minimizes manual data entry and document chasing.

2. Reduces response times and improves time-to-contract metrics.

3. Ensures data compliance and secure document storage.

4. Provides real-time visibility into document submission status.

5. Personalizes client experience through multi-channel requests.

6. Centralizes documentation for audit and legal readiness.

7. Easily scalable across multiple agents or locations.

8. Detects incomplete submissions and schedules automated reminders.

9. Enhances professionalism and brand perception.

10. Enables instant hand-off to background or credit check processes.