Supplier onboarding and document collection workflows

Purpose

1.1. Centralize and streamline supplier onboarding by automating initial communication, verification, compliance document collection, digital contract exchange, data validation, and repository upload.
1.2. Expedite due diligence, mitigate procurement risks, uphold regulatory standards, ensure procurement transparency, and optimize supplier lifecycle management across aviation supply chains.
1.3. Minimize manual intervention, eliminate duplicate efforts, automatically notify stakeholders, and ensure consistent, auditable workflow execution.

Trigger Conditions

2.1. New supplier submission via web portal or procurement system.
2.2. Receipt of referral or RFQ acceptance from approved internal user.
2.3. Schedule-based trigger for periodic document renewals or compliance checks.

Platform Variants

3.1. Salesforce
• Feature: REST API (Supplier Create/Record Update) — Configure workflow trigger on new supplier objects.
3.2. SAP Ariba
• Feature: Supplier Lifecycle API — Set for event-driven onboarding and compliance check initiation.
3.3. DocuSign
• Feature: eSignature API — Document dispatch, e-sign Assignment, and status callback for contract routing.
3.4. Microsoft 365 (SharePoint)
• Feature: Document Library Integration — Auto-upload supplier docs and assign folder permissions.
3.5. Box
• Feature: Upload API — Insert collected compliance files into structured supplier folders.
3.6. Workato
• Feature: Recipe Trigger & Actions — Integrate process steps between procurement and ERP.
3.7. ServiceNow
• Feature: Flow Designer — Initiate supplier onboarding ticket and assign SLA.
3.8. HubSpot CRM
• Feature: Workflow API — Add supplier record and initiate doc-request sequences.
3.9. Jotform
• Feature: Webhook Submission — Route forms with supplier info into workflow intake.
3.10. Twilio SMS
• Feature: Messaging API — SMS reminders for outstanding documents with auto-reply tracking.
3.11. SendGrid
• Feature: Transactional Email API — Send onboarding requests and reminders with status update callbacks.
3.12. Slack
• Feature: Incoming Webhooks — Notify procurement teams of supplier status and missing documents.
3.13. Google Drive
• Feature: Files: create API — Store contracts and compliance docs with auto-naming conventions.
3.14. PandaDoc
• Feature: Document Send API — Programmatic creation, dispatch, and tracking of NDAs/contracts.
3.15. Docparser
• Feature: Parse API — Extract structured supplier info from uploaded PDFs and forms.
3.16. Smartsheet
• Feature: Row API — Log each onboarding action and update supplier checklist dynamically.
3.17. Okta
• Feature: User Provisioning API — Automatically create supplier user accounts for systems access.
3.18. AWS S3
• Feature: PutObject API — Archive documents under audit-ready supplier directories.
3.19. Zendesk
• Feature: Support Ticket API — Open and manage supplier onboarding support cases.
3.20. Adobe Sign
• Feature: REST API — Automated digital signature collection and status update events.
3.21. Coupa
• Feature: Supplier API — Register new suppliers, update records, and fetch audit logs.
3.22. Trello
• Feature: Card Creation API — Move supplier cards across procurement onboarding stages.

Benefits

4.1. Rapid, policy-compliant onboarding with continuous audit trails.
4.2. Reduced admin effort and cycle time through seamless system integrations.
4.3. Minimized compliance lapses with auto-notifications and escalation paths.
4.4. Enhanced supplier collaboration, visibility, and data accuracy across procurement teams.
4.5. Scalable, repeatable workflows adaptable to changing aviation regulatory and corporate needs.