Project Management & Task CoordinationPurpose
1.2. Ensure regulatory, safety, and project delivery requirements are met by maintaining documented traceability.
1.3. Minimize manual effort for project managers and engineering teams in gathering, classifying, and storing critical documentation such as design specifications, test reports, compliance certifications, and project plans.
1.4. Facilitate secure, instant access and auditability for stakeholders, clients, and regulatory bodies.
1.5. Enable integration into team collaboration and knowledge management systems.
Trigger Conditions
2.2. Project milestone is reached in project management software (e.g., Jira, Asana).
2.3. New file attached to or sent via email to designated project mailbox.
2.4. Document update detected in source control or PLM system.
2.5. Scheduled time-based triggers for recurring document pulls.
Platform Variants
3.1. Microsoft SharePoint
• API: /_api/web/lists/getbytitle('Documents')/items
• Configure webhooks or polling for new document events.
• Set destination Document Library or Archive Site.
3.2. Google Drive
• API: files.list, files.export
• Create "watch" on project folders, export upon changes, archive to specific workspace folder.
3.3. Dropbox
• API: /files/list_folder, /files/get_metadata
• Set up folder-level triggers for uploads; auto-copy to archived structure.
3.4. Confluence
• API: /rest/api/content
• Extract attachments from relevant spaces/pages and archive based on project tags.
3.5. Box
• API: events, files
• Monitor folders for uploads; auto-archive to designated retention folders.
3.6. Jira
• API: /rest/api/3/issue/{issueIdOrKey}/attachments
• Pull attachments on workflow transitions to ‘Closed’ or ‘Delivered’ statuses.
3.7. Asana
• API: /attachments, /tasks/{task_gid}/attachments
• Extract files attached to project tasks upon status change.
3.8. Slack
• API: files.list, conversations.history
• Parse files posted to project channels; move to structured archive.
3.9. Microsoft Teams
• API: Graph /teams/{id}/channels/{id}/filesFolder
• Monitor for file uploads within project channels; push to secure cloud archive.
3.10. GitHub
• API: /repos/{owner}/{repo}/contents/{path}/
• Detect new/updated documents in designated folders; auto-archive on new commits.
3.11. GitLab
• API: /projects/:id/repository/files
• Extract specific design or documentation files, triggered by pipeline/job success.
3.12. SAP Document Management Service
• API: /Document/list, /Document/download
• Configure auto-extraction on change/update event; route to archiving solution.
3.13. Autodesk BIM 360 Docs
• API: /data/v1/projects/:project_id/folders
• Download new files upon arrival for compliance storage.
3.14. Trello
• API: /cards/{id}/attachments
• Extract documentation attached to project cards when project moves to ‘Done’.
3.15. Monday.com
• API: /v2, files query
• Detect file uploads on project items, trigger archiving workflows.
3.16. M-Files
• API: /objects, /objects/{objType}/{objId}/files
• Auto-archive classified project documentation on status approval.
3.17. Egnyte
• API: /v1/fs/{path}, /v1/events
• Monitor project folders for new documents, batch archive at milestone closure.
3.18. Oracle Content and Experience
• API: /documents
• Extract all project-related files on workflow approval for archival.
3.19. DocuSign
• API: /envelopes/{envelopeId}/documents
• Archive signed project documents upon workflow completion.
3.20. Smartsheet
• API: /sheets/{sheetId}/attachments
• Pull attachments on scheduled basis and move to central archive.
Benefits
4.2. Maintains regulatory and audit readiness (FAA, EASA, ISO, etc.).
4.3. Enhances traceability and security for project lifecycle artifacts.
4.4. Fosters project knowledge retention and simplifies compliance audits.
4.5. Enables scalability of best practices across multiple simultaneous projects.
4.6. Reduces risk of document loss or misplacement in complex engineering workflows.