Supplier & Procurement AutomationPurpose
1.2. Ensure traceability, reduce manual archiving errors, maintain compliance records, and speed up supplier engagement audits.
1.3. Enable centralized, searchable records for purchase orders, delivery updates, invoices, and contract negotiations.
Trigger Conditions
2.2. New message received on mapped email address, SMS, WhatsApp, or fax number.
2.3. Communications containing specific procurement-related keywords (e.g., “PO#”, “invoice”, “shipment”, “Acrylic sheet”).
2.4. Manual tagging by procurement staff as supplier-related within CRM or inbox.
2.5. Scheduled batch archiving (e.g., end-of-day aggregation of all supplier messages).
Platform Variants
• Feature/Setting: Use `Users.messages.list` to filter by supplier domain; auto-archive matched threads to Google Drive with `Drive API`.
3.2. Microsoft Graph API (Outlook 365)
• Feature/Setting: Configure mail flow rules; capture messages using `/me/messages` endpoint, archive with OneDrive API.
3.3. Twilio SMS
• Feature/Setting: Webhooks on incoming/outgoing SMS; copy message content to secure S3 bucket via Lambda integration.
3.4. WhatsApp Business API
• Feature/Setting: Message callbacks trigger document creation in SharePoint or custom archive system.
3.5. Slack
• Feature/Setting: Monitor procurement channels with Events API; archive relevant messages using `conversations.history`.
3.6. Microsoft Teams
• Feature/Setting: Compliance recording policy, extract messages via Graph API and save to Azure Blob Storage.
3.7. SendGrid
• Feature/Setting: Inbound Parse Webhook for supplier emails, forward to document management system.
3.8. Zoho Mail
• Feature/Setting: IMAP fetch and custom rules for forwarding/acquisition, automated upload to Zoho WorkDrive.
3.9. Freshdesk
• Feature/Setting: Apply ticket tags for procurement; use webhooks to send record copies to cloud folder.
3.10. Salesforce
• Feature/Setting: Email-to-Case for supplier conversations; custom process builder flows to archive into Salesforce Files.
3.11. Dropbox
• Feature/Setting: API upload endpoint for supplier communication files from various capture points.
3.12. Google Chat
• Feature/Setting: Space audit via Chat API, archive identified supplier messages to Google Drive.
3.13. RingCentral
• Feature/Setting: SMS, fax, and voice transcriptions; auto-log and archive via Glip or Cloud Storage SDK.
3.14. Asana
• Feature/Setting: Emailed tasks (with supplier attachments) automatically copied to project archive with Asana API.
3.15. Trello
• Feature/Setting: Attachments on cards (via email-to-board) exported to long-term storage.
3.16. DocuSign
• Feature/Setting: For signed supplier documents, trigger post-signature archiving using Connect configuration.
3.17. QuickBooks Online
• Feature/Setting: Supplier bill uploads through Receipts API, auto-backup to cloud document stores.
3.18. Monday.com
• Feature/Setting: Automations for incoming supplier updates; files/updates sent to backup storage solution.
3.19. HubSpot
• Feature/Setting: Logged supplier email threads downloaded with Engagements API; archive batch process.
3.20. Intercom
• Feature/Setting: Supplier conversation tagging; use webhooks for export to secure record storage.
3.21. Aircall
• Feature/Setting: Export call recordings and notes to drive/Dropbox via Aircall Public API.
3.22. Zoho CRM
• Feature/Setting: Workflows to capture and export supplier emails/attachments via custom functions.
Benefits
4.2. Improves compliance readiness for audits and legal reviews.
4.3. Centralizes access to all supplier history, enhancing team collaboration.
4.4. Enables instant search and retrieval of any supplier communication.
4.5. Ensures data redundancy and secure backup of critical procurement records.