Document management and storage automation

Purpose

1.1. Centralize all document storage—purchase orders, invoices, shipping manifests, product catalogs, compliance docs—for streamlined retrieval and sharing.
1.2. Minimize manual data entry/errors, enable automated document intake/classification; preserve regulatory and vendor records required in African imports.
1.3. Allow multi-location staff to instantly upload/download transaction files, product documentation, certificates of authenticity, and customs paperwork.
1.4. Provide searchable, organized archives to accelerate audits, product recalls, and import/export reporting processes.

Trigger Conditions

2.1. New document scanned/uploaded (receipt, invoice, customs form)
2.2. Receipt of document via email (e.g., vendor/shipper attachment)
2.3. Document approval stage complete in procurement workflow
2.4. Batch of digital files dropped into monitored folder (local/cloud)
2.5. Scheduled periodic archival/migration (e.g., month-end close)
2.6. API webhook event from external system (ERP, POS, e-signature service)

Platform Variants

3.1. Google Drive
• API: Files.create, Files.list; configure folder hierarchy for goods type/region, automate upload/categorization with metadata
3.2. Microsoft OneDrive
• Graph API: /me/drive/root:/…:/children; automate uploads/sync from local store’s computers or multi-location branches
3.3. Dropbox Business
• API: /files/upload, /files/search_v2; enable auto-naming based on transaction/PO numbers
3.4. Box
• API: Folders API, Uploads API; integrate approval tasks to trigger archive or move
3.5. SharePoint Online
• REST API: /_api/web/lists/getbytitle('Documents'); automate list creation per import cycle/shipment
3.6. Zoho WorkDrive
• API: Files API; segment folders for each vendor, auto-shared links for suppliers
3.7. Egnyte
• Public API: POST /fileops/upload; centralize compliance documentation
3.8. Evernote
• API: createNote; snapshot receipts/import documents to searchable notebooks
3.9. Adobe Document Cloud
• REST API: /api/rest/v6/transientDocuments; upload PDFs from scanned post-purchase forms
3.10. M-Files
• REST API: /objects; index documents against supplier or batch metadata
3.11. Alfresco
• REST API: /api/-default-/public/alfresco/versions/1/nodes; ingest scanned customs paperwork
3.12. DocuWare
• REST API: /DocuWare/Platform/FileCabinets; capture bills/delivery notes for authorized users
3.13. OpenText Content Server
• REST API: Content Upload Service; route import/export forms via task-based classification
3.14. NetDocuments
• API: POST /v1/documents; centralize legal, customs, and regulatory records
3.15. OnBase by Hyland
• API: DocumentImport; trigger post-naming conventions for receipts
3.16. SAP Document Management
• OData API: DocumentInfoRecordSet; link imported document directly to SAP Materials Mgmt
3.17. Oracle Content and Experience Cloud
• REST API: /documents; ingest PO scans, automate foldering by region/vendor
3.18. IBM FileNet
• REST API: /docmgmt; index and store FG shipment logs
3.19. Smartsheet
• API: Attachments; store scanned invoices and customs docs per project sheet
3.20. Monday.com
• API: files API; auto-save and tag vendor contracts in Board’s document columns

Benefits

4.1. Reduces staff workload, enabling efficient document intake, search, and retrieval
4.2. Increases compliance by maintaining accurate transaction and regulatory documentation
4.3. Prevents loss/misfiling, enabling fast response to audits, recalls, and import/export checks
4.4. Enhances collaboration among branches/suppliers via cloud access and automated sharing
4.5. Supports scalability for growing African imports inventory and new supplier onboarding