Digital documentation and photo attachment by stage

Purpose

1.1. Automate the digital documentation and photo attachment by stage for every restoration project, enabling precise tracking, archiving, and reporting.
1.2. Automator gathers and attaches photos, condition reports, receipts, and expert notes per project phase automatically, keeping a complete digital log.
1.3. Ensure legal compliance, insurance documentation, and client transparency through automated, time-stamped visual and written records.
1.4. Eliminate manual errors, automate version control, and streamline multi-stakeholder review workflows for increased project visibility and auditability.

Trigger Conditions

2.1. Status change in a project management tool, such as “Conservation: Cleaning Completed”.
2.2. Receipt of new images or documents via email, cloud storage upload, or mobile form submission.
2.3. Scheduled daily, weekly, or milestone-based automated workflow triggers.
2.4. API update event in document management or restoration tracking system.
2.5. Human approval step completion or digital e-signature automation.

Platform Variants

3.1. Trello
• Feature/Setting: Power-Up trigger; configure an automated action to attach uploaded photos and PDFs per card stage.

3.2. Asana
• Feature/Setting: Rules automation; set “Stage moved” as a trigger, automatedly upload and link images/files using Asana Attachments API.

3.3. Monday.com
• Feature/Setting: Automation recipes; setup “When Status changes” -> auto-add file/image using Files column via API.

3.4. Airtable
• Feature/Setting: Automation; on field change, auto-store and link documentation via Attachment field through API.

3.5. Smartsheet
• Feature/Setting: Automated workflow; configure attachment upload automation based on row status update.

3.6. Salesforce
• Feature/Setting: Process Builder/Flow; when a Case or Task stage changes, auto-attach files/images by triggering Files API.

3.7. Google Drive
• Feature/Setting: App Script/API; create folder per project stage and automate file/photo uploads into correct folders.

3.8. Dropbox
• Feature/Setting: Webhook + API; monitor specific folder for new uploads, automate movement and renamed attachment as per stage via Dropbox API.

3.9. OneDrive
• Feature/Setting: Flow Automation; trigger on new upload/updated metadata, move and organize files automatically by stage.

3.10. DocuSign
• Feature/Setting: Envelope status API; post-signed, automate upload of documentation to linked record.

3.11. Box
• Feature/Setting: Automation triggers; on folder update, automatically move/upload and link photos via metadata tags using Box API.

3.12. Slack
• Feature/Setting: Workflow Builder; on channel message with attachment, automate upload to project management system with stage label.

3.13. Microsoft Teams
• Feature/Setting: Power Automate; auto-upload shared files from Teams chat to stage-specific SharePoint folder.

3.14. Zapier
• Feature/Setting: Multi-step Zap; automate trigger from form or email, uploading documentation to target app.

3.15. HubSpot
• Feature/Setting: Workflow Automation; file upload to Engagement record based on lifecycle stage change using Files API.

3.16. Jotform
• Feature/Setting: Form automation; photo/document submission triggers API upload to database and assigns to current restoration stage.

3.17. Google Forms
• Feature/Setting: Apps Script automation; on submit, auto-save attached images/documents to Google Drive subfolder by project stage.

3.18. Notion
• Feature/Setting: API-Based Integration; automate linked database attachment update when status property changes.

3.19. ClickUp
• Feature/Setting: Automation Recipes; auto-attach documents and images to task/subtask when status updates.

3.20. SharePoint
• Feature/Setting: Power Automate; move files/photos into restoration phase-specific document libraries triggered by metadata/status change.

Benefits

4.1. Automates compliance-ready audit trails for all artworks and restoration activities.
4.2. Increases efficiency by automating otherwise time-intensive documentation and photo management.
4.3. Minimizes manual errors, ensuring all project stages are fully documented and traceable.
4.4. Promotes higher transparency with clients and stakeholders by automating timely update sharing.
4.5. Centralizes documentation, enabling quick retrieval and automated reporting for insurance, legal, and project management needs.
4.6. Empowers teams to focus on conservation expertise while automating administrative and documentary tasks.