Automated document archiving for shipping and receiving

Purpose

1.1. Automate secure, compliant, and real-time archiving of all shipping and receiving documents (e.g., bills of lading, packing slips, delivery receipts, customs paperwork) for an aluminum supplier.
1.2. Centralize records from email, scanned files, EDI data, and logistics systems to ensure accessibility, audit readiness, and streamlined operations.
1.3. Enable instant document retrieval via indexed digital repositories to support dispute resolution, inventory management, and regulatory compliance.

Trigger Conditions

2.1. Email with attached shipping documents received at dedicated address.
2.2. New PDF or image file detected in shared network folder or cloud drive.
2.3. Data update in ERP module labeled “shipping document” or “receiving report.”
2.4. EDI (Electronic Data Interchange) event confirming shipment dispatched or received.
2.5. API webhook from courier platforms signaling completed delivery.

Platform Variants

3.1. Microsoft Office 365
• Feature/Setting: Outlook Rules + Graph API to monitor shipping@ inbox; auto-forward or save attachments to SharePoint.
3.2. Google Workspace
• Feature/Setting: Google Drive API to watch “Logistics/Docs” folder and apply labels; Gmail API for attachment extraction.
3.3. DocuWare
• Feature/Setting: Intelligent Indexing Service API to auto-archive scanned shipping paperwork.
3.4. Dropbox Business
• Feature/Setting: File Requests or Content API for ingesting and archiving documents by structured convention.
3.5. SAP ERP
• Feature/Setting: Document Management Service (DMS) API for archiving output from logistics and shipment modules.
3.6. Oracle NetSuite
• Feature/Setting: SuiteScript for event-based file creation in File Cabinet and archiving metadata extraction.
3.7. Box
• Feature/Setting: Box API file upload webhook to auto-index and categorize shipments and receipts.
3.8. IBM Sterling EDI
• Feature/Setting: EDI Mapper to trigger archival routines on outbound/inbound shipment transactions.
3.9. Salesforce
• Feature/Setting: Salesforce Files API and a custom Flow for logging shipment-related attachments.
3.10. SharePoint
• Feature/Setting: SharePoint REST API for document library archiving with metadata tags.
3.11. OneDrive for Business
• Feature/Setting: File Listener for directory events; auto-move PDFs to archive folders on event detection.
3.12. AWS S3
• Feature/Setting: S3 Event Notifications + Lambda for parsing and archiving uploaded shipment files.
3.13. Azure Blob Storage
• Feature/Setting: Blob Trigger for auto-processing and classifying documents added to specified containers.
3.14. Google Cloud Storage
• Feature/Setting: Cloud Functions to monitor buckets; document classification and archiving by filename and metadata.
3.15. Smartsheet
• Feature/Setting: Document Attachments + webhooks; auto-save inbound logistics paperwork to row attachments.
3.16. Zapier
• Feature/Setting: Gmail/Drive + File System integrations for multi-step archiving workflows.
3.17. Power Automate
• Feature/Setting: Trigger from mail or OneDrive event; actions to extract, rename, and archive documents.
3.18. Egnyte
• Feature/Setting: Egnyte API; event-driven archiving of new shipping documents into policy-based folders.
3.19. M-Files
• Feature/Setting: Metadata-driven classification; workflows to archive and link supporting documents.
3.20. OpenText
• Feature/Setting: Enterprise Content Management API for automated ingestion and audit-trail logging of all shipping/receiving files.

Benefits

4.1. Reduces manual filing, minimizes errors, and cuts labor costs.
4.2. Supports instant, secure audit and compliance access.
4.3. Accelerates problem resolution with indexed and searchable archives.
4.4. Enables proactive logistics monitoring and reporting.
4.5. Ensures consistent document retention and back-up practices.