Project document repository auto-organization

Purpose

1. Automate the classification, storage, and retrieval of project documents by implementing structured folder hierarchies, auto-tagging, version control, and auto-permissioning, ensuring compliance, accessibility, and rapid collaboration for earthworks project teams.

2. Automator processes monitor inbound files (emails, uploads, scans), analyze metadata/content, and automatedly allocate documents (plans, permits, invoices, schedules, change orders) into correct project repositories, keeping records up-to-date and project stakeholders informed.

3. Ensures automated indexing, search optimization, retention policy adherence, and integration with other project management systems, reducing manual filing, misplacement, and duplications.

Trigger Conditions

1. New document upload to a cloud directory or on-premise server.

2. Document attached in project emails (via Outlook, Gmail, or IMAP).

3. File drag-and-drop via company portal or mobile app.

4. Digital scan of physical paperwork (multi-function printer/scan devices).

5. Automated triggers from e-signature completion (DocuSign, AdobeSign).

6. API webhook from project management system indicating new documentation.

Platform Variants

1. Microsoft SharePoint

• Function: Automated folder creation and metadata tagging via Power Automate API.
  
• Sample: Configure a flow that uses the "Create Folder" and "Set Metadata" actions based on project codes and document types.
  

2. Google Drive

• Function: Automated folder structuring and file moving using Google Drive API.
  
• Sample: Enable a script with "drive.files.create" and "drive.files.update" endpoints, triggering on file uploads to shared drives.
  

3. Dropbox

• Function: Automate file classification via Dropbox API “/files/move_v2” and “/files/create_folder_v2”.
  
• Sample: Establish ruleset for renaming and relocating project files upon upload events.
  

4. Box

• Function: Auto-tag and assign access permissions with Box API “folders/create” and “collaborations/add”.
  
• Sample: Set automator to place contracts in client-specific secured folders.
  

5. Egnyte

• Function: Automated folder provisioning and granular permissioning via Egnyte API “folders” and “permissions”.
  
• Sample: Trigger auto-provisioning for each new earthwork project ID.
  

6. OneDrive for Business

• Function: Automate moving files and updating metadata using Graph API “driveItem” endpoints.
  
• Sample: Use automatable logic to file documents under project-specific folders upon detection.
  

7. Slack

• Function: Automate document forwarding and filing via Slack API “files.upload” and message events.
  
• Sample: Route attachments sent to “#earthwork-incoming” directly to project repositories.
  

8. Zapier

• Function: Automates cross-platform workflows triggering document storage/movement.
  
• Sample: Configure "Zap" for “New Attachment” in Gmail to auto-save to Google Drive and notify in Slack.
  

9. Monday.com

• Function: Use Monday.com API to automate linking uploaded files to project boards/folders.
  
• Sample: Automate assigning blueprints to project phase columns with “add_file_to_column” mutation.
  

10. Smartsheet

• Function: Automated document attachment and organization using Smartsheet API “attachments/add”.
  
• Sample: Route submission forms received to corresponding project sheet folders.
  

11. Asana

• Function: Auto-organize tasks and document attachments with Asana API “attachments/create”.
  
• Sample: Documents from email parsed and sorted under task-specific folders.
  

12. Autodesk BIM 360

• Function: Automates project document uploads and permissions with Forge Data Management API.
  
• Sample: Set automation for new drawings from surveyors to land in correct project subfolders.
  

13. Salesforce

• Function: Use Salesforce Files API to automate document linking and tagging.
  
• Sample: Incoming contracts auto-uploaded and tagged to corresponding opportunity.
  

14. Procore

• Function: Automate file uploads, folder designation, and distribution using Procore API “Documents”.
  
• Sample: Scan to Procore automatedly files change order documents into relevant project folders.
  

15. DocuWare

• Function: Automates document indexing and workflow routing using DocuWare REST API.
  
• Sample: Approved site permits automatically classified and stored as per document type.
  

16. M-Files

• Function: Auto-classifies and tags docs via Intelligent Metadata Layer API.
  
• Sample: Automation to route project schedules captured via email to phase-specific vault folders.
  

17. Trello

• Function: Auto-create cards/attachments per project docs using Trello API “cards/create”, “attachments”.
  
• Sample: Automate upload to board when site inspection reports are received.
  

18. SAP S/4HANA

• Function: Schedule document archiving/movement using FileUpload API and SAP Workflow Management.
  
• Sample: Automatically move invoices to project financial folders upon approval triggers.
  

19. Oracle Aconex

• Function: Automate file upload, metadata entry, and workflow initiation through Aconex Connect API.
  
• Sample: Automate drawing submissions to correct folders on onboarding via API.
  

20. Jira

• Function: Automates document linking and sorting with Jira REST API “issue/attachments”.
  
• Sample: Files uploaded on project tickets get routed into release-specific smart folders.
  

21. Adobe Document Cloud

• Function: Automates signatures and stores signed docs using Adobe PDF Services API.
  
• Sample: Finalized agreements routed to legal folders automatedly post-signature.
  

22. SAP Business One

• Function: Automation of document cataloguing through DI API file management endpoints.
  
• Sample: Filed site delivery notes matched to project codes and moved to correct directory.
  

23. Alfresco

• Function: Auto-organizes documents, applies retention, and tags via Content Services REST API.
  
• Sample: Automator processes to classify regulatory files upon upload according to project and compliance metadata.
  

Benefits

1. Automates manual tasks, drastically reducing time and human error in document management.

2. Automatedly ensures compliance with earthworks regulatory and retention requirements.

3. Facilitates rapid document retrieval for audits, project meetings, and reviews.

4. Automates permissions and accessibility, optimizing collaboration and data security.

5. Streamlines communication between field teams, head office, and stakeholders via seamless document flows.

6. Automating project document organization leads to improved project delivery quality and reduces risk of lost or misplaced information.