Centralize vendor communications and document exchange

Purpose

 1.1. Centralization of all vendor communications related to contracts, orders, invoicing, and compliance documentation, reducing manual tracking and fragmented exchanges.
 1.2. Enable seamless retrieval, storage, and forwarding of RFQs, POs, invoices, and shipment notifications for agricultural supply chain engineers.
 1.3. Automate the extraction and archival of critical procurement documents from multiple vendor communication channels to a unified system.
 1.4. Provide a compliance-ready, audit-friendly repository for all exchanged documents and message trails for regulatory and operational obligations.
 1.5. Minimize communication errors, missed attachments, and information silos by automating intake, sorting, and acknowledgment processes.

Trigger Conditions

 2.1. New inbound emails from recognized vendor domains.
 2.2. Uploads or changes in shared cloud folders (e.g., new contract PDFs).
 2.3. New messages or files in procurement communication tools (Slack/Teams channels, WhatsApp groups).
 2.4. API webhook signals for new RFQ, PO, delivery, or invoice updates.
 2.5. Scheduled cron-based checks for missing documentation or responses.

Platform Variants

 3.1. Microsoft Outlook
  • Feature/Setting: Configure "When new email arrives (from vendor domain)" in Microsoft Graph API.
  • Sample: Trigger on-incoming mail with sender filter; route attachments to SharePoint.

 3.2. Gmail
  • Feature/Setting: Gmail API "Users.messages: list/watch".
  • Sample: Set filter for 'from:vendor.com has:attachment'—auto-download PDFs.

 3.3. Dropbox
  • Feature/Setting: "Files webhook" for folder update events.
  • Sample: Monitor '/VendorDocs' for new/updated files; extract file meta, archive.

 3.4. Google Drive
  • Feature/Setting: "Push Notifications" via Drive API.
  • Sample: Watch '/Procurement' folder for document uploads.

 3.5. OneDrive
  • Feature/Setting: Item change notification via Microsoft Graph API.
  • Sample: Notify on new or changed files in '/Vendor-Comms'.

 3.6. Slack
  • Feature/Setting: "Events API" with 'message.channels' scope.
  • Sample: Capture and forward all files sent in #procurement-vendors.

 3.7. Microsoft Teams
  • Feature/Setting: "ChangeNotification" for channel messages.
  • Sample: Auto-log and extract files from dedicated Vendor Communications channel.

 3.8. WhatsApp Business API
  • Feature/Setting: Webhook for incoming message/download media.
  • Sample: Download and archive new PDF/Excel files sent by vendor contacts.

 3.9. SAP Ariba
  • Feature/Setting: API "Transactional Document Integration".
  • Sample: Auto-fetch and sync POs and invoices.

 3.10. Oracle Procurement Cloud
  • Feature/Setting: "Document Collaboration REST API".
  • Sample: Pull new collaboration messages and contract attachments.

 3.11. DocuSign
  • Feature/Setting: "Envelope Completed" Connect event.
  • Sample: Auto-download signed vendor contracts.

 3.12. Adobe Sign
  • Feature/Setting: "Webhook: Agreement Signed".
  • Sample: Archive signed supplier agreements.

 3.13. Box
  • Feature/Setting: "Webhook: File Uploaded".
  • Sample: Trigger workflow on new vendor agreement in '/contracts'.

 3.14. Zoho Mail
  • Feature/Setting: "IMAP Fetch" and webhook integration.
  • Sample: Collect all vendor email attachments marked 'invoice'.

 3.15. HubSpot
  • Feature/Setting: Conversations API—Fetch new incoming emails.
  • Sample: Forward vendor-related conversations to document system.

 3.16. Salesforce
  • Feature/Setting: "Email Message" and "File" object triggers via API.
  • Sample: Auto-capture and organize inbound vendor files.

 3.17. Monday.com
  • Feature/Setting: Board automations for incoming email/file widgets.
  • Sample: Route received vendor docs to 'Contracts' board.

 3.18. Trello
  • Feature/Setting: Card Attachment Added trigger via Power-Up API.
  • Sample: Move card to 'Review' when vendor file attached.

 3.19. FTP/SFTP Servers
  • Feature/Setting: File change event polling.
  • Sample: Mirror all new files uploaded into '/vendors'.

 3.20. Asana
  • Feature/Setting: "Attachment Added" webhook.
  • Sample: Extract and store all vendor procurement docs.

 3.21. QuickBooks Online
  • Feature/Setting: Webhook for new Bill/Invoice.
  • Sample: Retrieve and consolidate vendor invoices.

 3.22. Google Chat
  • Feature/Setting: Incoming message event.
  • Sample: Log files sent in vendor-related chat spaces.

Benefits

 4.1. Significant reduction in time spent on manual file collection and email searching.
 4.2. Real-time visibility of all ongoing supply chain documents and communications.
 4.3. Instant compliance readiness via consolidated and timestamped archives.
 4.4. Lower communication errors and document loss through automated alerts/acknowledgements.
 4.5. Enhanced vendor relationships with consistent, transparent document handling.
 4.6. Seamless audit trails for dispute resolution and regulatory verification.
 4.7. Faster procurement turnaround via automation of document intake and routing.