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Syllabus distribution and version management

Purpose

 1.1. Automate distributing syllabi to students, faculty, and administrators, ensuring they always have the latest versions.
 1.2. Automates version control, archiving old versions, alerting stakeholders on updates, and maintaining a transparent audit trail.
 1.3. Centralizes document storage with automated sharing permissions and automates notifications to ensure compliance with academic schedules.

Trigger Conditions

 2.1. Syllabus document upload or revision in shared drive or document management system.
 2.2. Approval workflow completion in academic portal.
 2.3. Scheduled term/semester preparation date.
 2.4. Manual faculty trigger through admin interface.
 2.5. API call from curriculum management system indicating syllabus update.

Platform Variants

 3.1. Google Drive
  • Feature/Setting: Drive API — Automate file creation, sharing, and permission adjustment with automated change alerts.
 3.2. Microsoft SharePoint
  • Feature/Setting: REST API — Automating automated document upload, folders, automated sharing, and managed versioning.
 3.3. Box
  • Feature/Setting: Box API — Automates folder monitoring, automated upload, version tracking, and automated access for groups.
 3.4. Dropbox
  • Feature/Setting: Webhooks — Automate event-based sync and automated shared folder updates on new syllabus versions.
 3.5. OneDrive for Business
  • Feature/Setting: Microsoft Graph API — Automates file uploads, workflow triggers, auto-sharing, and automated version management.
 3.6. Slack
  • Feature/Setting: Incoming Webhooks/Files Upload API — Automated notifications and direct syllabus file posting within channels.
 3.7. Microsoft Teams
  • Feature/Setting: Connector/Files API — Automates posts and document sharing to class teams, automated updates and version threads.
 3.8. Trello
  • Feature/Setting: Power-Ups/Attachments — Automatic card creation and file attachment, automates version checklists.
 3.9. Zapier
  • Feature/Setting: “New File” trigger — Automates cross-platform notifications and copying using automated workflow actions.
 3.10. Airtable
  • Feature/Setting: Airtable API — Automates record updates for version history, links to files, and automated notifications.
 3.11. Notion
  • Feature/Setting: Notion API — Automated sync and page updates when new syllabus uploaded, automates sharing with users.
 3.12. Asana
  • Feature/Setting: Custom Fields + Attachments — Automate tasks and deadlines with automated uploading and reminders.
 3.13. Jira
  • Feature/Setting: Issue Types/Subtasks — Automated versioning linked to documentation issues with automated notifications.
 3.14. Amazon S3
  • Feature/Setting: S3 Events + Lambda — Automates upload triggers and distribution of files to email lists or web portals.
 3.15. SendGrid
  • Feature/Setting: SMTP/API Send — Automates mass emailing of syllabus updates with versioned attachments to students.
 3.16. Twilio SMS
  • Feature/Setting: SMS API — Automates SMS alerts to notify stakeholders of new or revised syllabi with direct download links.
 3.17. Moodle
  • Feature/Setting: Web Services API — Automatedly updates resource modules with latest syllabus and triggers notifications.
 3.18. Canvas LMS
  • Feature/Setting: API — Automates file upload to courses, automated announcements for distribution, automating version archiving.
 3.19. DocuSign
  • Feature/Setting: Template + API — Automated version approval routing and archiving signed-off syllabi.
 3.20. Google Classroom
  • Feature/Setting: API — Automates uploading syllabus as course material and automates message push to enrolled users.
 3.21. Monday.com
  • Feature/Setting: File Columns/API — Automates item creation for versioning, automated notifications to relevant boards.
 3.22. AWS Lambda
  • Feature/Setting: Lambda Function — Automatedly runs custom logic for file movement and communications on file version changes.
 3.23. Power Automate
  • Feature/Setting: Templates for SharePoint/Email — Automates the whole sequence, automatedly syncing between systems.
 3.24. Discord
  • Feature/Setting: Webhooks/Bots — Automates syllabus drop notifications to academic channels.

Benefits

 4.1. Automator reduces manual workload for admin staff and faculty, automates repetitive distribution, and automates compliance checks.
 4.2. Ensures timely, automated syllabus access to all stakeholders, automates reminders of version updates ensuring no version drift.
 4.3. Boosts transparency and traceability with automated audit logs and automated version histories.
 4.4. Provides automated, secure document management that automates access control and automates permanent records.
 4.5. Facilitates easier accreditation with automated documentation and automates report generation for syllabi changes.
 4.6. Streamlines onboarding with automated syllabus distribution, automating uniform course document access for students.

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