Automated document distribution (e.g., policy changes, annual reports)

Purpose

1.1. Ensure seamless, consistent delivery of key documents (policy updates, annual reports) to all cooperative members.
1.2. Maximize transparency, compliance, and engagement via automated, trackable multi-channel communication.
1.3. Reduce manual effort, eliminate missed notifications, and maintain up-to-date records of acknowledgments and deliveries.
1.4. Enable secure, permission-based document sending in varied file formats; personalize delivery as per membership role or location.

Trigger Conditions

2.1. New document uploaded to central share or DMS (e.g., “policy-change-final.pdf”).
2.2. Scheduled annual or quarterly report due date reached.
2.3. Explicit action from management (manual trigger).
2.4. Change in compliance requirements detected in policy management system.
2.5. Updated member contact list or group segment published.

Platform Variants

3.1. Twilio SMS
 • Feature/Setting: Send SMS; configure messaging API; specify recipient list and template (“Your updated policy is attached: {link}”).
3.2. SendGrid
 • Feature/Setting: Email API; set transactional template, enable PDF attachment delivery, input dynamic member fields.
3.3. Microsoft Teams
 • Feature/Setting: Webhook; automate channel posting; attach files or embed links with @mentions for groups.
3.4. Slack
 • Feature/Setting: Incoming webhook; post doc alert to channel; configure usergroup tagging.
3.5. Gmail API
 • Feature/Setting: Draft & send email messages; specify distribution group, attach documents, use label for tracking.
3.6. Outlook 365
 • Feature/Setting: Office 365 Mail; use “Send email with attachment” action, include personalized content.
3.7. Dropbox
 • Feature/Setting: “Share file” API; auto-generate and distribute secure document links.
3.8. Google Drive
 • Feature/Setting: Permissions API; auto-grant/view rights and email shareable doc links to members.
3.9. OneDrive
 • Feature/Setting: Share API; generate link for target docs, assign view/edit rights, notify member list.
3.10. DocuSign
 • Feature/Setting: Envelope creation API; send document for review/acknowledgment workflow.
3.11. Zoho Mail
 • Feature/Setting: Mail API; auto-send update emails with document attachments and tags.
3.12. Mailchimp
 • Feature/Setting: Trigger Campaign API; send bulk informational campaign with document links.
3.13. Salesforce
 • Feature/Setting: Process Builder/Flow; auto-send email alerts to Contacts matching “Member” type.
3.14. HubSpot
 • Feature/Setting: Workflow; trigger email with document at workflow stage "Update Notification."
3.15. Mailjet
 • Feature/Setting: API Email Send v3.1; configure templates and dynamic doc links per recipient.
3.16. ActiveCampaign
 • Feature/Setting: Automation builder; deliver updates with docs to member segments via email.
3.17. Intercom
 • Feature/Setting: Outbound message API; push docs/alerts via in-app or email channels.
3.18. WhatsApp Business API
 • Feature/Setting: Send Document; auto-message member group with attached PDF/links.
3.19. Telegram Bot API
 • Feature/Setting: SendDocument; broadcast new reports to group chat or channel.
3.20. Facebook Workplace
 • Feature/Setting: Group post API; attach/read-file and publish to cooperative group wall.
3.21. AirTable
 • Feature/Setting: Email integration; trigger automated mail with updated docs on record changes.
3.22. monday.com
 • Feature/Setting: Notification automation; send document via mail/integration on board update.

Benefits

4.1. Guarantees timely member notification and full audit trail of document delivery.
4.2. Reduces error, manual steps, and compliance risks due to missed communications.
4.3. Facilitates segmented, role-based communication for maximum relevance and security.
4.4. Allows multi-channel flexibility so members receive information on their preferred platform.
4.5. Centralizes reporting on distribution and receipt, supporting regulatory or audit needs.