Document collection and storage for compliance

Purpose

1.1. Automate secure collection, categorization, storage, and retrieval of procurement and supplier compliance documents for agricultural wholesalers.
1.2. Ensure all required certifications, contracts, invoices, and legal forms are up-to-date, easily searchable, and available for audits or regulatory checks.
1.3. Minimize manual intervention in document collection, reduce risk of missing critical files, and provide complete traceability for all document submissions and approvals.

Trigger Conditions

2.1. New supplier onboarding initiated in CRM/procurement system.
2.2. Receipt of digital documents via email or upload portal.
2.3. Scheduled compliance document renewal/reminder dates.
2.4. Approval status changes in contract or procurement workflows.
2.5. Regulatory update requiring specific document types.

Platform Variants

3.1. DocuSign
• Feature/Setting: Connect ‘Completed Agreement’ webhooks. Configure API to fetch signed PDFs.
3.2. Microsoft SharePoint
• Feature/Setting: Document Library API (“Create File”/“Update File”). Automate folder structuring per supplier.
3.3. Dropbox Business
• Feature/Setting: File upload API endpoint; automate folder creation and permission assignment.
3.4. Google Drive (Workspace)
• Feature/Setting: Drive API “Files: create” and “Files: update” endpoints; auto-tag and sort by document type.
3.5. Box
• Feature/Setting: Webhook for file upload; use Box API to assign metadata and move files to compliance folders.
3.6. SAP Ariba
• Feature/Setting: Supplier Management API, automate extraction and archival of compliance submissions.
3.7. Oracle NetSuite
• Feature/Setting: SuiteTalk API “attachFile”; automate linking documents to supplier records.
3.8. Salesforce
• Feature/Setting: Integrate Files API; auto-upload and relate compliance docs to Account/Supplier objects.
3.9. HubSpot
• Feature/Setting: File Manager API; trigger upload workflow when deal/supplier property meets criteria.
3.10. Smartsheet
• Feature/Setting: Attachments API; auto-upload supplier docs, set reminders for renewals.
3.11. Slack
• Feature/Setting: Incoming Webhooks; auto-post compliance document request forms and receive files.
3.12. Zendesk
• Feature/Setting: Ticket Attachments API; classify and move supplier files to cloud storage on submission.
3.13. Twilio
• Feature/Setting: SMS or WhatsApp media webhook; trigger document collection from suppliers via mobile.
3.14. SendGrid
• Feature/Setting: Parse inbound emails with document attachments, extract files and push to storage API.
3.15. AWS S3
• Feature/Setting: S3 API “PutObject”; automate folder creation per supplier, enforce access policies.
3.16. Google Cloud Storage
• Feature/Setting: Object upload API, configure lifecycle rules for document retention/compliance.
3.17. OneDrive
• Feature/Setting: Graph API “DriveItem: Create upload session”; automate folder taxonomy by supplier.
3.18. Egnyte
• Feature/Setting: File upload API and Webhook for success/failure notifications.
3.19. Monday.com
• Feature/Setting: File column automation; auto-collect and store compliance files on supplier board creation.
3.20. Notion
• Feature/Setting: API database property-type “Files & media”; trigger collection and categorize on update.
3.21. Airtable
• Feature/Setting: Attachment field automation; on supplier row creation, send request and capture docs.

Benefits

4.1. Reduce manual errors, speed up document collection, and ensure regulation compliance.
4.2. Centralize all supplier compliance files, making them easily auditable and retrievable.
4.3. Automatic reminders and status tracking minimize renewal lapses and non-compliance risks.
4.4. Improves supplier experience and internal process transparency by ensuring timely document handling.