Archiving completed projects and relevant documentation

Purpose

1.1. Automate archiving of completed branding projects and relevant documentation into organized cloud storage or DMS, ensuring historical traceability and easy retrieval.
1.2. Automatedly standardize naming conventions, folder structures, and document metadata for seamless compliance and audit-readiness.
1.3. Automate notifications to stakeholders upon successful archive, boosting transparency and project lifecycle clarity.
1.4. Automator flows enforce policy-based retention scheduling, automating the deletion or deeper archiving of obsolete files over time.

Trigger Conditions

2.1. Project status transitions to "Complete" in the project management tool.
2.2. Task board moves to "Done" stage automatedly.
2.3. Manual trigger via designated workflow action button by project manager.
2.4. Scheduled automation run (daily, weekly, monthly) for batch archiving.

Platform Variants

3.1. Asana
• Feature/Setting: Webhook triggers on "Task Completed"; API to fetch project files; automate upload to cloud archive with tags.
3.2. Trello
• Feature/Setting: Automated Butler rules to trigger on list move; export function; archive card attachments to Box via REST API.
3.3. Monday.com
• Feature/Setting: Automation recipes for "Status changes to Done"; automate file transfer via Monday API to Google Drive.
3.4. Wrike
• Feature/Setting: Automate triggered on project milestone; Wrike Integrate API to auto-archive documents to SharePoint.
3.5. ClickUp
• Feature/Setting: Automator on status "Closed"; custom automation with ClickUp API to push files to Dropbox.
3.6. Jira
• Feature/Setting: Automation rule on "Issue Resolved"; automate attachments extraction and S3 archiving via REST API.
3.7. Smartsheet
• Feature/Setting: Sheet change triggers; automated file fetch and upload to OneDrive using Data Shuttle.
3.8. Notion
• Feature/Setting: Database workflow OnComplete; automate export of database rows and files to Google Drive API endpoint.
3.9. Basecamp
• Feature/Setting: Campfire archive event automation; API to zip completed project files and store on local NAS.
3.10. Microsoft Teams
• Feature/Setting: Flow trigger on Team channel task list completion; automate file move to SharePoint with Power Automate.
3.11. Slack
• Feature/Setting: Workflow automation on thread marked as resolved; bot to collect shared assets and upload to Dropbox.
3.12. Google Drive
• Feature/Setting: Google Apps Script automates folder creation and file move; Google Drive API for metadata tagging.
3.13. Dropbox
• Feature/Setting: Event-based file requests completion; automate scheduled folder archive and organization with Dropbox API.
3.14. Box
• Feature/Setting: Box Relay workflow on folder update; automated tagging and archive-to-folder with Box API.
3.15. SharePoint
• Feature/Setting: Document library flow on item finalization; automate copy/retain with Microsoft Graph API.
3.16. Evernote Business
• Feature/Setting: Notebook automation export when tag = "Complete"; automate backup to S3 with Evernote API.
3.17. Confluence
• Feature/Setting: Space archive automator; automate exporting pages and attachments to Google Drive using API.
3.18. Zapier
• Feature/Setting: Multi-step automation across any project tool and storage service; configure Zap on project closure event.
3.19. Make (Integromat)
• Feature/Setting: Scenario setups to monitor status changes; automate file routing between cloud locations via API modules.
3.20. Airtable
• Feature/Setting: Automation on record status "Done"; automate export of assets to cloud folder using Airtable Script and API.

Benefits

4.1. Automating archiving minimizes manual error risk and enforces uniform standards.
4.2. Automation ensures no completed project documentation is lost or overlooked.
4.3. Automated notifications streamline communication and accountability.
4.4. Automation frees team hours for higher-value activity, boosting agency efficiency.
4.5. Automator-driven retention policies support regulatory compliance and risk mitigation.