Sending digital reports to clients upon approval

Purpose

1. Automate the end-to-end process of sending finalized asbestos test reports to clients immediately upon approval, reducing manual handling, ensuring compliance with reporting timelines, minimizing human error, improving documentation traceability, and enhancing client communication flow with automation.

2. Purpose is to automate all steps—from report approval to automated digital delivery—across varied channels (email, SMS, portals), aligning with regulatory and client-specific requirements, and integrating reporting with CRM, document management, and alerting for a seamless automated client engagement.

Trigger Conditions

1. Automated trigger upon QA or manager approval in the asbestos testing platform.

2. Automated approval status update in the CRM or document management system.

3. Automated scheduled times (e.g., end-of-day batching) for report dispatch.

4. Event-based automated triggers via API (e.g., callback from lab management system confirming results).

5. Manual or automated bulk batch trigger for report groups.

Platform variants

1. Microsoft Power Automate

• Feature/API: “When a file is created or modified (properties only)” in SharePoint/OneDrive triggers—create automated flow connecting approval to automated Outlook send.
  

2. Zapier

• Feature: “New Approved Document in App” trigger → “Send Email” Action using Gmail or Outlook integration for automated report dispatch.
  

3. Make (formerly Integromat)

• API: Automated Watch Files module → Drag-and-drop Gmail/SMTP → Automate multi-step/conditional logic for bulk and individual report automated distribution.
  

4. Google Workspace (Apps Script)

• Function: “onEdit” or approval flag update in Sheets triggers automated report PDF attach/send via MailApp.sendEmail().
  

5. DocuSign

• Setting/API: Event Notification API—automate PDF report distribution upon envelope completion/approval events.
  

6. Adobe Acrobat Sign

• Setting: Automated callback/“Agreement Completed” webhook for automating delivery of signed asbestos reports via email or upload to client portal.
  

7. Dropbox

• Setting: “File Request Fulfilled” or automated folder monitor with notification/automated share-link send via Dropbox API after approval event.
  

8. Box

• API: “File Uploaded/Approved” webhook → automated call to Box Email API for report automated forwarding.
  

9. Twilio SendGrid

• Feature: Automated “Mail Send” v3 API—configure to send asbestos reports (PDF attachment) with automated template and tracking after approval flag detected.
  

10. Twilio SMS

• API: Automated Message API—triggered SMS with secured download link to report following approval.
  

11. Slack

• App/Event: Post-approval automated “Files.upload” to dedicated client channel or direct DM automated notification.
  

12. Salesforce

• Workflow: Automated “Process Builder”/“Flow Builder” to send document when approval status custom field = approved.
  

13. HubSpot

• Workflow: Automated workflow on “Deal Stage Changed” → Send report using automated email or via HubSpot’s automated workflow actions.
  

14. Freshdesk

• Automation: Ticket resolved status triggers automated “Dispatch Document” email or link with PDF attachment from Freshdesk automator rules.
  

15. ServiceNow

• Workflow: Automated “Flow Designer”—approval stage changes trigger report automatedly sent through email or ServiceNow client portal.
  

16. Monday.com

• Automation: Status change triggers automated “Send Email” or external automator webhooks to distribute the report.
  

17. Pipedrive

• Automation: Deal stage moves to “Won” triggers automated report upload and email using Pipedrive’s workflow automator.
  

18. Notion

• API: Automated integration (Zapier, Make) to monitor approval property, then automatedly attach/send files via email or shared link.
  

19. Google Drive API

• Function: Automated “watch” on folder, when new file appears with approval tag, automatedly share file and send notification email.
  

20. Gmail API

• API: Automated “messages.send” after approval—attaches the report and automates compliance-friendly email and thread for traceability.
  

Benefits

1. Automates repetitive task, reducing manual errors and omissions in asbestos report dispatch.

2. Ensures consistent, trackable, and timely automated delivery—compliance with reporting regulations and client SLAs.

3. Frees staff time by automating routine client communications and enhances documentation auditability.

4. Supports secure, automated, multi-channel dissemination—improving client satisfaction and response time.

5. Easily scales: automation adapts as business volume grows, with automator workflows adjustable to evolving regulatory and client needs.