Collection loan request tracking and approval

Purpose

1. Automate tracking, processing, and approvals of collection loan requests from external institutions or researchers to streamline the management of valuable artifacts and historical pieces.

2. Automatedly monitor loan request entries, send notifications, manage chain-of-custody steps, automate documentation, and ensure compliance with internal and legal standards.

3. Automate generation, review, and execution of loan agreements and automate status updates to stakeholders for tracking historical collection movement.

Trigger Conditions

1. Automated initiation when a digital loan request form is submitted (via website, email, or ticketing system).

2. Automated trigger upon receiving supporting documents, e.g., insurance certificates, or upon external partner registration.

3. Automation triggers for pending approvals, deadline escalations, and document uploads.

Platform Variants

1. Microsoft Power Automate

• Feature: Automate SharePoint form submission to trigger workflows for collection loan tracking.
  

2. Zapier

• Feature: Automate multi-app workflows; trigger on new form response in Google Forms, automate notification email, update Sheet.
  

3. Airtable Automations

• Feature: Automate entry creation and status tracking within loan request bases.
  

4. Salesforce Flow

• Feature: Automate Opportunity/Case creation for each collection loan request; trigger approval flows.
  

5. ServiceNow Flow Designer

• Feature: Automate incident workflows for collection loan request tickets initiated through ServiceNow portal.
  

6. DocuSign API

• Feature: Automate sending of digital loan agreements and collecting signatures.
  

7. Trello Automation

• Feature: Automate card creation and movement reflecting each loan approval stage.
  

8. Google Apps Script

• Feature: Automate custom approval flows from Google Forms into Drive and Gmail.
  

9. Smartsheet Automation

• Feature: Automate status-driven reminders and assignment of tasks for loan approval processes.
  

10. monday.com Automations

• Feature: Automate board updates as artifacts move through request, review, approval, and handoff.
  

11. Jotform API

• Feature: Automate retrieval and processing of submitted collection loan request forms.
  

12. Slack Workflow Builder

• Feature: Automate channel notifications on new loan requests; thread updates for each stage.
  

13. Asana Rules

• Feature: Automate task updates and handoff notifications between departments.
  

14. Box Relay

• Feature: Automate document routing, review cycles, and trigger reminder emails for missing paperwork.
  

15. Oracle Integration Cloud

• Feature: Automate workflow linking Oracle ERP to external loan request portals.
  

16. HubSpot Workflows

• Feature: Automate creation of ticket or deal pipeline stages based on loan request submissions.
  

17. Notion API

• Feature: Automate database update for each stage of collection loan request and approval.
  

18. BambooHR Workflows

• Feature: Automate internal staff notifications and permission grants for artifact access.
  

19. Adobe Sign API

• Feature: Automate secure sending and tracking of digitized loan approval forms.
  

20. Twilio SMS API

• Feature: Automate SMS notifications for critical loan approval steps and loan collection deadlines.
  

21. Google Calendar API

• Feature: Automate event additions for collection return or meeting dates related to each loan.
  

Benefits

1. Automatedly reduces administrative workload, minimizes manual handling, and increases request throughput.

2. Automates compliance tracking with policy and legal requirements for cultural asset lending.

3. Improves visibility, auditability, and traceability of each collection loan request.

4. Automator empowers quick escalation and automated resolution of bottlenecks or overdue actions.

5. Boosts stakeholder confidence through timely, automated communications and status sharing.