Triggered quality checks and documentation requests from vendors

**Purpose**

1.1. Automate the initiation of quality checks and documentation requests to vendors whenever a specified procurement event happens.
1.2. Ensures full compliance, traceability, and auditability for construction procurement processes.
1.3. Automating notifications, checklists, and document submission capture to streamline procurement, improve accuracy, and enhance vendor accountability.
1.4. Automator enables real-time reminders and follow-ups for incomplete or delayed vendor responses, automating escalation hierarchies.
1.5. Standardizes documentation collection for quality assurance in line with construction compliance requirements.

**Trigger Conditions**

2.1. Automated PO creation in ERP system.
2.2. Change in delivery status by vendor in project management tool.
2.3. Upload of initial inspection or site quality report.
2.4. Contract milestone reached or vendor status changed.
2.5. Scheduled periodic review for high-risk materials or suppliers.

**Platform Variants**

3.1. **Twilio SMS**
- Feature/Setting: SMS Trigger
- Automates sending quality check reminders via programmable SMS API upon PO status update.

3.2. **SendGrid**
- Feature/Setting: Automated email dispatch
- Automates documentation requests by scheduling transactional emails with unique upload links.

3.3. **Google Drive**
- Feature/Setting: Watch Folder/Create file
- Triggers workflows upon receipt of vendor documents in specified folders, automating follow-up requests if missing.

3.4. **DocuSign**
- Feature/Setting: Envelope creation API
- Automates digital signature requests and quality checklists for contractual documents to vendors.

3.5. **Salesforce**
- Feature/Setting: Process Builder/Lightning Flow
- Automator triggers workflow when vendor record or opportunity stage changes.

3.6. **Slack**
- Feature/Setting: Incoming webhook
- Automates channel posts and DM reminders to procurement or project management teams about pending vendor deliverables.

3.7. **Microsoft Teams**
- Feature/Setting: Automated message via webhook
- Automates team notifications and escalations for quality documentation delays.

3.8. **Dropbox Business**
- Feature/Setting: File upload trigger
- Watches vendor folders, triggers automatable requests for missing documents.

3.9. **Airtable**
- Feature/Setting: Automations - When record matches conditions
- Automates tracking of status of quality check requirements, sends automated emails or SMS.

3.10. **AWS S3**
- Feature/Setting: S3 Event Notifications
- Triggers automator upon vendor file uploads or deletions, enabling automated compliance checks.

3.11. **Procore**
- Feature/Setting: API Webhooks
- Automates updates and requests for submittals or RFIs based on vendor actions.

3.12. **Smartsheet**
- Feature/Setting: Automated workflows
- Watches for changed rows and automates sending quality or document requests to vendors.

3.13. **Box**
- Feature/Setting: File request link/API
- Automates creation of secure file request links to gather documentation, triggers upon non-compliance.

3.14. **Monday.com**
- Feature/Setting: Automation recipes
- Automates task assignment and documentation collection from vendors as soon as a relevant status change occurs.

3.15. **SAP Ariba**
- Feature/Setting: Integration API
- Automates notification and collection of compliance documents based on sourcing events.

3.16. **Mailgun**
- Feature/Setting: Message sending endpoint
- Automates targeted reminder campaigns to vendors for specific quality or document actions.

3.17. **JotForm**
- Feature/Setting: Webhook Submission
- Automator distributes digital quality checklists to vendors upon trigger event.

3.18. **Asana**
- Feature/Setting: Task Automations
- Automates creation and assignment of quality verification tasks managed with due dates.

3.19. **Zoho CRM**
- Feature/Setting: Workflow automation
- Monitors vendor stages and automates documentation request emails.

3.20. **Google Forms**
- Feature/Setting: Response trigger
- Automates email or SMS confirmation to vendors when a quality form is submitted.

3.21. **Microsoft Power Automate**
- Feature/Setting: Automated flow
- Automates multi-step sequences for document and quality check requests, triggers upstream or downstream reminders.

**Benefits**

4.1. Automates repetitive follow-up and document collection tasks to save staff time.
4.2. Automating reduces risk by enforcing compliance and storing audit trails.
4.3. Automated reminders minimize vendor delays, improving overall project timelines.
4.4. Automator standardizes vendor communication, ensuring consistent procurement processes.
4.5. Automatable workflows allow scalable management as vendor portfolio grows.