Internal knowledge base updates when new SOPs or policies are added

Purpose

1.1. Automate the update and distribution of internal knowledge base entries whenever new Standard Operating Procedures (SOPs) or policies are created, revised, or approved within an art dealing organization.
1.2. Centralizes all documented processes, policies, compliance rules, and operational guidelines for staff access, reducing manual intervention and increasing organizational agility.
1.3. Automates notifications and version control to ensure consistent access to the most recent content and compliance across all business units and staff.

Trigger Conditions

2.1. New SOP or policy files created or uploaded in a monitored folder or DMS.
2.2. Approval of draft SOP/policy in workflow platform.
2.3. Manual trigger via web form or internal submission portal for urgent updates.
2.4. Scheduled review period expiry or content update alert.

Platform variants

3.1. Microsoft SharePoint
• Feature/Setting: Configure "Document Modified" and "Document Created" triggers, automate list item update/push via REST API.
3.2. Google Drive
• Feature/Setting: Use "New File in Folder" event, automate Doc/Sheet updates with Drive API v3; notify via Gmail API.
3.3. Confluence
• Feature/Setting: Automate page creation/update using Confluence REST API POST/PATCH on SOP change detection.
3.4. Notion
• Feature/Setting: Use "Database Item Created" or Notion API for automated page population and collaboration tagging.
3.5. ServiceNow Knowledge Management
• Feature/Setting: Automate article creation/update via ServiceNow REST API when new documents enter DMS.
3.6. Zendesk Guide
• Feature/Setting: Automate article publishing/update via Zendesk Help Center API.
3.7. Atlassian Jira
• Feature/Setting: Automate issue linking and documentation via Jira API on workflow completion.
3.8. Slack
• Feature/Setting: Automate Slack channel notifications using Slack Incoming Webhooks/API on knowledge base updates.
3.9. Trello
• Feature/Setting: Automate card creation/checklist updates via Trello API upon SOP upload/approval.
3.10. Dropbox
• Feature/Setting: Automate monitored folder for new/modified files, push changes via Dropbox API.
3.11. Box
• Feature/Setting: Webhooks and Box API to automate document changes in specified folders.
3.12. Monday.com
• Feature/Setting: Automate item creation/updating using Monday API for every new SOP upload.
3.13. Airtable
• Feature/Setting: Automate record creation/update with Airtable API linked to new document events.
3.14. HubSpot Knowledge Base
• Feature/Setting: Automate article publishing using HubSpot Knowledge Base API.
3.15. Freshdesk
• Feature/Setting: Automate article updates with Freshdesk API upon SOP change event.
3.16. Salesforce Knowledge
• Feature/Setting: Automate article creation/update with Salesforce Knowledge Article API.
3.17. Asana
• Feature/Setting: Task creation with relevant documentation attachment via Asana API after new SOP approval.
3.18. Zoho Wiki
• Feature/Setting: Automate page creation/update via Zoho Wiki API.
3.19. Bitrix24
• Feature/Setting: Automate document library/file location updates with Bitrix24 REST API.
3.20. GSuite Sites
• Feature/Setting: Automate Site page update via API when SOPs are revised in Google Drive/Docs.
3.21. Intercom Articles
• Feature/Setting: Automate knowledge article update using Intercom API after SOP upload notification.
3.22. ShareFile by Citrix
• Feature/Setting: Automate folder monitoring and API file events, sending automated alerts for new/updated SOPs.

Benefits

4.1. Automatedly disseminates SOP/policy updates, reducing lag and manual communication errors.
4.2. Automator controls enforce versioning for compliance, automating control checks and document history.
4.3. Automated reminders and escalations ensure critical policy updates reach all relevant staff automatically.
4.4. Automates searchability, indexing, and accessibility of operational documents enhancing team efficiency.
4.5. Integrates automatable audit trails for regulatory or internal review purposes, minimizing compliance risk.
4.6. Frees resources from repetitive administrative updating, automating operational efficiency for art market professionals.