Centralized documentation requests

Purpose

1.1. Streamline and consolidate documentation requests to suppliers (e.g., compliance, safety certificates, parts catalogs).
1.2. Ensure procurement teams can prompt, track, and store responses from all vendors centrally.
1.3. Automate repeat follow-ups and reminders, eliminating manual email chains and errors.
1.4. Create an audited trail of documentation exchanges for legal, safety, and operational compliance.
1.5. Integrate with inventory and supplier management systems for real-time status updates.

Trigger Conditions

2.1. New supplier onboarding initiated.
2.2. Scheduled compliance review dates reached.
2.3. Document expiry/renewal deadlines (e.g., insurance).
2.4. Manual request by procurement staff.
2.5. Flagged missing documents in ERP/CRM system.

Platform Variants

3.1. Microsoft Power Automate
• Flow: Automated request from SharePoint list — configure trigger “When item is added or modified.”
• Action: Send approval/request via “Send an HTTP request to SharePoint” API.
3.2. Salesforce
• Feature: Flow Builder — configure “Record-Triggered Flow” for supplier object; Action: “Email Alert” with document request template.
3.3. Google Workspace (Apps Script)
• Trigger: On Google Sheets edit; Script: Send email from Gmail API with attached Google Form for uploads.
3.4. SAP Integration Suite
• Integration Flow: Trigger from S/4HANA “Supplier Document Missing” event; Action: Send workflow via API_MGMT.
3.5. DocuSign
• API: POST /envelopes — auto-send document request template requiring supplier signature/upload.
3.6. Slack
• Workflow Builder: Scheduled trigger; Step: “Send form” with document upload via Slack File API.
3.7. ServiceNow
• Flow Designer: Business Rule on Vendor Table triggers “Send Notification” action for missing docs.
3.8. HubSpot
• Workflow: Deal-based; Action: “Send internal email” and “Create task” if vendor doc missing property is true.
3.9. Jira Service Management
• Automation Rule: Triggered by issue type “Supplier Onboarding”; Action: “Send email” to request files.
3.10. Monday.com
• Automation: “When status changes to ‘Awaiting Docs’,” send document request via integrated Gmail/Outlook.
3.11. Box
• App Event: “New Folder Created” for supplier; Action: Email API triggers document upload checklist.
3.12. Zendesk
• Trigger: “Ticket creation—type ‘Documentation’”; Action: “Send email” requesting specific files.
3.13. QuickBooks Online
• Trigger: “New Vendor Added”; Action: Custom “Send Email” workflow for document checklist using API.
3.14. Twilio SMS
• Feature: Programmable Messaging API — trigger mass SMS requesting documentation upload.
3.15. SendGrid
• Feature: Email API — trigger an automated templated request with secure upload links.
3.16. Dropbox
• API: New file request creation via /file_requests endpoint; Share link with supplier.
3.17. Zoho CRM
• Workflow: Supplier record state change; Trigger: “Send Email Notification” and “Task Creation.”
3.18. Asana
• Rule: New task “Supplier Docs”; Action: Automated comment with upload instructions.
3.19. Airtable
• Automation: “When record matches conditions”; Action: SendGrid/Gmail send request email with form link.
3.20. Okta
• Workflow: Supplier user creation/flag; API action: Trigger onboarding docs request email.

Benefits

4.1. Eliminates manual follow-ups and status tracking.
4.2. Reduces operational delays from missing documentation.
4.3. Centralized and searchable repository for all supplier documents.
4.4. Improves compliance and reduces audit risks.
4.5. Enhances supplier relationships through professional, consistent communication.