Automated communication of updated policies/procedures

Purpose

1.1. Automates communication of newly updated policies or procedures to vendors and partners involved in Promenade operations, ensuring each stakeholder is informed in real-time across multiple communication channels.
1.2. Guarantees that legal, safety, and operational updates are received, read, and acknowledged promptly, reducing liability and improving operational compliance.
1.3. Centralizes and schedules automated reminders, escalations, and confirmations for full traceability and accountability in the distribution process.

Trigger Conditions

2.1. Manual update or upload of new policy/procedure document in SharePoint or Google Drive.
2.2. Scheduled reviews or automatically set compliance dates.
2.3. API webhook receives alert from policy management system when content is revised.
2.4. Slack or Teams channel receives a designated tag or indicator of new policy.
2.5. Automated detection of document change history in DMS or collaboration suite.

Platform Variants

3.1. Microsoft Teams
• Feature: Automated chat/message via Teams API to partner/vendor groups; configure incoming webhook with policy PDF attachment.
3.2. Slack
• Feature: Slack Bot using chat.postMessage; triggers message in #vendor-updates with file link and read receipt collection.
3.3. Gmail/Google Workspace
• Feature: Automate scheduled emails using Apps Script or Gmail API; send custom summary and attachments to distribution list.
3.4. Outlook/Office 365
• Feature: Automates sending via Graph API; configure message and mandatory read receipt to external partners.
3.5. Twilio SMS
• Feature: Automatedly trigger SMS with link to updated policy via Programmable Messaging API.
3.6. SendGrid
• Feature: Use Transactional Templates and API v3/mail/send endpoint; automate notifications with delivery tracking.
3.7. Mailchimp
• Feature: Automate policy update campaigns to segmented audiences; configure automation workflows for time-based reminders.
3.8. WhatsApp Business API
• Feature: Automator sends bulk messages with summary and document link to partner list.
3.9. Telegram Bot API
• Feature: Automates policy broadcasts in private groups or via direct message using bot.sendDocument.
3.10. Salesforce
• Feature: Configure Process Builder or Flow to send automated alerts using in-system notifications or email.
3.11. HubSpot
• Feature: Automates workflows triggered by file update in knowledge base, sends announcements to contacts.
3.12. Zoho CRM
• Feature: Use Workflow Rules to automate policy update notifications to vendors.
3.13. DocuSign
• Feature: Automates sending new policies for e-signature/acknowledgement to vendors using eSignature API.
3.14. Adobe Acrobat Sign
• Feature: Automates document sharing and read confirmation workflows for partner compliance.
3.15. Dropbox
• Feature: Automatedly monitor folder changes; send notifications using Dropbox API webhook triggers.
3.16. OneDrive
• Feature: Triggers automation upon file change and notifies relevant partner emails via Microsoft Flow (Power Automate).
3.17. PagerDuty
• Feature: Automator escalates unacknowledged policies via incident notification to team leads.
3.18. Asana
• Feature: Automate new policy task assignments; trigger via Asana API when updates detected.
3.19. Monday.com
• Feature: Automate creation of pulse notifications or tasks, sending automated alerts to vendor boards.
3.20. Smartsheet
• Feature: Automates row alerts, sending policy change notifications to partner contacts.
3.21. Zendesk
• Feature: Automate triggering of policy update tickets for partners/vendors with required read-acknowledge macros.
3.22. Intercom
• Feature: Use automated in-app messaging for vendors in portal when policies change.
3.23. Aircall
• Feature: Automated outbound call campaign triggering sent to partners alerting them of urgent changes.
3.24. Jotform
• Feature: Automate forms for partner acknowledgement of receipt using submission notifications.
3.25. SurveyMonkey
• Feature: Automate survey distribution for feedback or acknowledgment after policy dispatch.

Benefits

4.1. Automatedly delivers updates at scale, reducing manual effort and error in communication.
4.2. Automates multi-channel alerts, reaching partners regardless of preferred platforms.
4.3. Ensures audit trails and compliance with automated record-keeping of sent, delivered, and acknowledged messages.
4.4. Automator handles escalations and reminders, maintaining persistent communication till confirmation.
4.5. Accelerates adoption of new policies through instant, targeted automated notifications and follow-ups.
4.6. Automatable configuration for recurring or scheduled policy reviews enhances governance.