Automated collection and verification of subcontractor credentials

Purpose

1.1. Automate the collection, verification, and storage of subcontractor credentials to ensure ongoing quality assurance and compliance with regulatory, client, and internal requirements.
1.2. Automating credential requests, uploads, reminders, verification against databases or standards, approval workflows, and secure archiving.
1.3. Automatedly reduce errors, avoid manual oversight, and create easily auditable records for quantity surveyor practices.

Trigger Conditions

2.1. Subcontractor onboarding initiated in project management or ERP system.
2.2. Receipt of new or updated compliance requirements or regulations.
2.3. Calendar-based scheduled credential revalidation periods.
2.4. Automated reminder triggers on pending or lapsed credentials.

Platform Variants

3.1. DocuSign
• Feature/Setting: eSignature API—automate sending forms for digital signature and credential upload requests.
3.2. Box
• Feature/Setting: File Upload Trigger—automate storing subcontractor documents in structured folders.
3.3. Salesforce
• Feature/Setting: Flow Builder—automated credential checklists, approval process triggers, and reminders.
3.4. Microsoft Power Automate
• Feature/Setting: Triggers—automate collecting credentials from emails or portals, sending reminders.
3.5. Zapier
• Feature/Setting: Multi-step Zaps—automates routing credentials to verification teams and databases.
3.6. Twilio
• Feature/Setting: Programmable SMS—automating credentials collection and notification via SMS APIs.
3.7. Google Workspace (Sheets/Drive)
• Feature/Setting: App Script Automation—automatedly catalogue credentials, verify expiry, and notify stakeholders.
3.8. AWS Lambda
• Feature/Setting: Automator Functions—trigger automated verification on credential upload events.
3.9. Slack
• Feature/Setting: Workflow Builder—automated requests and reminders sent to subcontractors or teams.
3.10. Azure Logic Apps
• Feature/Setting: Automated Logic Workflow—integrate databases for credential status checks.
3.11. Jira Service Management
• Feature/Setting: Automation Rules—automating credential request tickets and compliance status.
3.12. Monday.com
• Feature/Setting: Automation Recipes—auto assign, track, and verify credential tasks.
3.13. Asana
• Feature/Setting: Rule Automation—automated follow-ups and approvals for credential uploads.
3.14. Oracle NetSuite
• Feature/Setting: Workflow Automator—credential requirement triggers and reminders.
3.15. HubSpot
• Feature/Setting: Workflow Automation—collect and automate verification requests for compliance.
3.16. SendGrid
• Feature/Setting: Transactional Email API—automated credential request and reminder emails.
3.17. Workato
• Feature/Setting: Workflow Integration—automates multi-platform credential checks.
3.18. Adobe Acrobat Sign
• Feature/Setting: API Integration—automate digital signing and credential document workflow.
3.19. BambooHR
• Feature/Setting: Custom Workflows—automate subcontractor credential management and reminders.
3.20. OneTrust
• Feature/Setting: Compliance Automation—verify credential storage and regulatory compliance.

Benefits

4.1. Automates and streamlines credential collection and verification, saving manual effort.
4.2. Automated reminders prevent credential expiration or compliance lapses.
4.3. Improves audit trails, reduces errors through automated validation, and demonstrates regulatory compliance.
4.4. Ensures scalable, repeatable, and auditable compliance for large numbers of subcontractors in engineering projects.