Tenant Screening & Application ProcessingPurpose
1.2. Ensure compliance, facilitate future retrieval, and optimize workspace storage by moving processed applications to designated archival systems.
1.3. Trigger auxiliary actions (notifications, documentation, retention policy enforcement) upon archival, reducing operational overhead and human error.
Trigger Conditions
2.2. Receipt of final approval notification from e-signature platform.
2.3. Flag or tag applied by workflow participant or process owner in internal dashboard.
2.4. Passage of set duration following application completion (e.g., 30 days).
2.5. Detection of finalized payment and lease execution in financial systems.
Platform Variants
• Feature/Setting: Envelope Completed Webhook — configure webhook URL in DocuSign Connect settings to trigger data extraction and archiving action.
3.2. Salesforce
• Feature/Setting: Process Builder/Flow — “When Application Status = Completed,” schedule File Move via Files API.
3.3. Google Drive
• Feature/Setting: Google Drive API — program “move file” method to transfer application PDFs from “Active” to “Archived” folder.
3.4. Dropbox
• Feature/Setting: File Requests + Automations — move files flagged as "completed" to organization's archive folder using Dropbox App Actions.
3.5. Microsoft SharePoint
• Feature/Setting: Power Automate Flow — monitor document library for "Completed" metadata, move item to archive folder.
3.6. HubSpot
• Feature/Setting: Workflow Automation — trigger workflow on Application Stage property, integrate File Management API for archiving.
3.7. Monday.com
• Feature/Setting: File Column Automation — when Application status column updates, call file archive recipe.
3.8. Zoho CRM
• Feature/Setting: Automation Rules — if custom field “Application Completed,” move associated files using Zoho WorkDrive API.
3.9. Box
• Feature/Setting: Event Trigger — use Box API “Create Trigger” on folder, move file to tenant-archive directory when metadata changes.
3.10. Slack
• Feature/Setting: Workflow Builder — listen to “status change” message, call custom file API for archiving.
3.11. Airtable
• Feature/Setting: Scripting Automation Block — detect “Completed” in Status field, move file via external script or extension.
3.12. Asana
• Feature/Setting: Task Automation Rule — on completed milestone, upload associated files to central archive via API.
3.13. Trello
• Feature/Setting: Butler Automation — when card moves to “Completed,” move attachment to archived board/folder using Power-Up.
3.14. SAP SuccessFactors
• Feature/Setting: Intelligent Services Event — on process completion, archive related documents via API.
3.15. SugarCRM
• Feature/Setting: Process Author — trigger archiving when Opportunity Status = Closed, invoke external archive storage API.
3.16. Pipedrive
• Feature/Setting: Workflow Automation — upon deal stage “signed contract,” move files to archival storage using Drive/Dropbox integration.
3.17. Smartsheet
• Feature/Setting: Automated Workflow — when Row changes to Completed, call archiving script via webhook.
3.18. SAP S/4HANA
• Feature/Setting: SAP Document Management Service — automate archival on status change via OData event.
3.19. ClickUp
• Feature/Setting: Automation Rule — on task status “done,” move attachments to archive space via integration.
3.20. Freshworks (Freshsales)
• Feature/Setting: Workflow Automation — on Application lifecycle completion, archive related documents using API connectors.
Benefits
4.2. Ensures consistent document retention, improving compliance and audit readiness.
4.3. Saves storage costs and workspace clutter by removing inactive files from active systems.
4.4. Streamlines record access for future reference or regulatory requests.
4.5. Enables automated notifications and tracking for accountability.