Automate application data collection and document uploads

Purpose

1.1. Automate collection of student application data and document uploads during onboarding, reducing manual input for vocational school enrollment.
1.2. Enables automated data capture, validation, storage, and routing for technical and trade apprenticeships, ensuring compliance and smoother onboarding processes.
1.3. Streamlines multi-platform data transfer, automated document verification, and notification workflows for staff and students.

Trigger Conditions

2.1. Student submits online onboarding or enrollment form.
2.2. Uploaded document detected in cloud storage or web portal.
2.3. Form submission in web/mobile app or third-party service (e.g. Google Forms, Typeform).
2.4. Receipt of enrollment email with attachments.
2.5. New entry in student CRM or SIS platform.
2.6. Scheduled batch/run for bulk onboarding.

Platform Variants

3.1. Google Forms
• Feature: Automated form responses collection via Google Forms API; collect and push to Sheets/Drive.
3.2. Microsoft Power Automate
• Feature: Form submission trigger to extract data, route to SharePoint/OneDrive folder for document archiving.
3.3. Zapier
• Feature: Zap triggers on form or email submission, automated upload to cloud storage or CRM.
3.4. Salesforce
• API: REST API insert for new student record; automate attachment of uploaded files to student profile.
3.5. HubSpot
• API: Form API to automate new contact creation; attachments routed to “Files” section.
3.6. Dropbox
• Feature: File upload webhook; automate file moves and permissions for admissions staff.
3.7. Box
• API: Upload endpoint automates student document intake and secure folder creation per applicant.
3.8. OneDrive
• Feature: Automatic upload via Microsoft Graph API; sort by applicant, tag by status.
3.9. DocuSign
• API: Automated envelope creation for e-signatures and uploads, automate return to admissions.
3.10. HelloSign
• API: Automated request and archiving of signed onboarding documents.
3.11. Docparser
• Feature: File processing webhook automates data extraction and pushes to SIS/CRM.
3.12. Typeform
• API: Webhook triggers for automated document requests upon form completion.
3.13. Monday.com
• API: Item creation triggers automated file uploads to board columns for applicant tracking.
3.14. Airtable
• API: New record automation with attachments field for documents.
3.15. AWS S3
• API: Automated presigned URL generation for secure student uploads, event triggers for processing.
3.16. Google Drive
• API: Automated folder creation on enrollment, auto-upload via API.
3.17. Slack
• API: Automated notifications to admissions channels when new data or uploads detected.
3.18. Twilio SMS
• API: Automated SMS to applicants confirming data receipt and required uploads, using programmable messaging.
3.19. SendGrid
• API: Automated email confirmation to applicants with checklists and upload links.
3.20. Moodle
• API: Enrollment plugin triggers automated file requests for required documents, pushes to LMS profile.
3.21. Jotform
• API: Autosave attachments and data to designated cloud or CRM location.

Benefits

4.1. Reduces manual data entry through end-to-end onboarding automation.
4.2. Improves document completeness, real-time tracking, and compliance via automation.
4.3. Eliminates clerical errors and lost files through automated workflows and cloud storage.
4.4. Automates applicant updates and staff notifications, boosting process transparency.
4.5. Enables scalable, automatable onboarding for high applicant volumes, minimizing administrative overhead.