Collection of required documentation

Purpose

1.1 Automate the end-to-end collection of required documentation from clients during onboarding for advisory services.
1.2 Ensure compliance, reduce manual admin, and speed up client enrollment by automating document requests, uploads, follow-ups, storage, and verification.
1.3 Centralize all client-submitted paperwork and automate tracking, reminders, validation, and secure transmission to advisory teams.
1.4 Eliminate errors and ensure every advisory onboarding checklist item is automatedly addressed and securely archived for audit trails.

Trigger Conditions

2.1 New client added to CRM or advisory management system.
2.2 Client status moved to “Onboarding in Progress.”
2.3 Intake form or digital agreement submitted.
2.4 Scheduled event triggers after a predefined time without document submission.
2.5 Manual trigger by staff in case of urgent need for documentation collection automation.

Platform Variants

3.1 Salesforce
- Feature/Setting: Process Builder automation; set trigger on new Lead status, auto-send document submission requests.
3.2 HubSpot
- Feature/Setting: Workflow automation; automate onboarding email sequence when lifecycle stage changes.
3.3 Zoho CRM
- Feature/Setting: Blueprint function; configure stage transition to automate document request email and portal activation.
3.4 Microsoft Power Automate
- Feature/Setting: Flow automation; trigger on SharePoint/Forms submission to automate file requests.
3.5 Google Workspace
- Feature/Setting: Google Forms + Apps Script; auto-email with upload link when response received.
3.6 DocuSign
- Feature/Setting: PowerForms; configure automated requests for e-signatures and uploads on document templates.
3.7 PandaDoc
- Feature/Setting: Automated document collection workflow; auto-send upload requests with custom tokens.
3.8 Dropbox
- Feature/Setting: File Request; automate invitation to upload required documents in client-specific folders.
3.9 Box
- Feature/Setting: Box Relay; trigger workflow to automate notification and file collection on client folder creation.
3.10 OneDrive
- Feature/Setting: File Request Link; automate email with secure upload link upon client onboarding.
3.11 Slack
- Feature/Setting: Workflow Builder; automate direct document requests and reminders to clients via secure messaging.
3.12 Twilio
- Feature/Setting: Automated SMS; instant trigger to request document upload with secure link using programmable SMS.
3.13 SendGrid
- Feature/Setting: Automated email campaign; customizable upload request emails with tracking.
3.14 Mailchimp
- Feature/Setting: Onboarding automation; configure automator for document request drip campaigns.
3.15 Typeform
- Feature/Setting: File Upload field; automate onboarding forms to include secure document upload.
3.16 JotForm
- Feature/Setting: Automated reminders; schedule follow-up email automation if documentation not submitted.
3.17 Monday.com
- Feature/Setting: Automations center; auto-assign tasks and notify clients for document uploads.
3.18 Notion
- Feature/Setting: API workflow; connect Intake DB to trigger automated document request pages.
3.19 AirTable
- Feature/Setting: Automations; track document receipt status, auto-notify clients for missing files.
3.20 Zapier
- Feature/Setting: Multi-platform trigger; automate collection and archive from form or email submissions.
3.21 Adobe Sign
- Feature/Setting: Workflow automation; trigger signature and document submission request per client intake.
3.22 HelloSign
- Feature/Setting: Automated request flows; schedule document retrieval and signature workflows.
3.23 Freshdesk
- Feature/Setting: Ticket automations; auto-create tickets for document collection, ensure resolution follow-up.
3.24 Asana
- Feature/Setting: Task and timeline automation; initiate and follow up on document request subtasks.

Benefits

4.1 Automates paperwork requests, reducing manual intervention and onboarding delays.
4.2 Automating reminders improves document turnaround and ensures regulatory compliance.
4.3 Centralized automator-driven file collection minimizes data loss and human error.
4.4 Automatedly verified and archived documentation improves audit readiness and transparency.
4.5 Boosts advisory team productivity and client experience by streamlining documentation workflows.
4.6 Enables scalability, traceability, and operational consistency in every onboarding flow through automation.