Purpose
1. Automate centralized collection, validation, tracking, and storage of all supplier documents (e.g., certificates, contracts, SDS, compliance forms) for auto chemistry retailers in a managed, audit-ready repository.
2. Automate reminders for document renewals, supplier follow-ups, and discrepancy notifications; ensure every document maintains version control, expiration tracking, and role-based secure access.
3. Streamline supplier onboarding, quarterly reviews, and facilitate automated document uploads and verifications with time-stamped records for full procurement traceability.
Trigger Conditions
1. Automated trigger when a new supplier is onboarded or current supplier updates records.
2. Automate triggers on document expiration, missing uploads, or annually scheduled audits.
3. Supplier or category manager uploads/updates document via portal, email, or SFTP—automation initiates document validation and repository sync.
4. Automated responses to API events from ERP, email receipt, or changes detected in supplier data feeds.
Platform Variants
1. Microsoft SharePoint
- Feature/Setting: Document Libraries API—Automate bulk upload and metadata capture for supplier files; automate alerts for expiring documents.
2. Google Drive
- Feature/Setting: Drive API—Automate folder creation per supplier and automate permission management; trigger automatic document indexing.
3. DocuSign
- Feature/Setting: eSignature API—Automate requests for supplier contract signatures and track automated completion.
4. Dropbox Business
- Feature/Setting: File Requests and Webhooks—Automate collection of documents from suppliers; automate change detection.
5. Box
- Feature/Setting: Admin Console APIs—Automate folder and access management; automate document retention policy enforcement.
6. SAP Ariba
- Feature/Setting: Supplier Lifecycle & Performance API—Automate document status checks and renewal requests.
7. Oracle Procurement Cloud
- Feature/Setting: Supplier Management REST API—Automate supplier document submission and automated workflow routing.
8. Coupa
- Feature/Setting: Supplier API—Automate document management for procurement and track supplier compliance automatically.
9. Zoho Creator
- Feature/Setting: Form Automation—Automate document upload workflows and automate review assignments.
10. HubSpot
- Feature/Setting: Workflows and CRM API—Automate reminders for missing supplier documents; automate data syncing.
11. AWS S3
- Feature/Setting: S3 Buckets and Event Notifications—Automate document storage and automate lifecycle policies.
12. OneDrive for Business
- Feature/Setting: Graph API—Automate document organization and automate version control.
13. Monday.com
- Feature/Setting: Automations API—Automate supplier document tracking boards and automatic expiry alerts.
14. Trello
- Feature/Setting: Power-Ups and Webhooks—Automate creation of supplier checklists and automating review completion.
15. Smartsheet
- Feature/Setting: Automated Workflows—Automate supplier row creation and notify managers when uploads are pending.
16. Slack
- Feature/Setting: Incoming Webhooks—Automate notifications for document status and automate escalation on non-compliance.
17. Jira Service Management
- Feature/Setting: Automation Rules—Automate ticket creation for supplier document issues and automatedly notify stakeholders.
18. Salesforce
- Feature/Setting: Files API & Process Builder—Automate document collection during supplier onboarding.
19. Airtable
- Feature/Setting: Automation and Scripting—Automate supplier data entry and automate verification checklists.
20. Egnyte
- Feature/Setting: Egnyte Connect API—Automate securing supplier files and automate permission assignments.
21. Notion
- Feature/Setting: API Integrations—Automate supplier document database management; automate reminders.
22. Adobe Acrobat Sign
- Feature/Setting: REST API—Automate compliance form signatures and automate archive on completion.
Benefits
1. Automates manual, repetitive document tasks—reduces workload and human error.
2. Ensures automated compliance with regulatory and internal controls through audit trails.
3. Automated reminders and syncing prevent lapses, supporting business continuity.
4. Automating document access and renewals maintains supplier relationships and retention.
5. Drives efficiency in procurement by automating central document storage, versioning, and approval processes.
6. Enhances security with automated permissions for sensitive supplier information.
Supplier and Procurement Management