Automated press release drafting and approval workflow

Purpose

1.1. Automate the full drafting, review, approval, and distribution of press releases for research findings and organizational updates.
1.2. Ensure accuracy, timely dissemination, and efficient collaboration between scientific, communications, and executive teams.
1.3. Increase transparency and stakeholder engagement by automating the process, reducing manual errors, and standardizing communication.

Trigger Conditions

2.1. New research milestone documented in an internal system.
2.2. Completion of a significant event, publication accepted, or grant awarded.
2.3. Manual request for press release by authorized personnel.
2.4. Scheduled or recurring communications dates (e.g., quarterly updates).

Platform Variants

3.1. Microsoft SharePoint
• Feature/Setting: Automate file change triggers with "When a file is created or modified (properties only)" flow.
• Integration: Connect to Document Libraries for live monitoring.

3.2. Slack
• Feature/Setting: Automate notifications to #PR-Drafts channel with "chat.postMessage" API endpoint.
• Sample Config: Integrate with bot tokens for channel-based workflow updates.

3.3. Google Docs
• Feature/Setting: Automate document creation and sharing with "Drive API" > "files.create" and "permissions.create".
• Config: Use templated docs for standard press release formats.

3.4. DocuSign
• Feature/Setting: Automate sign-off steps using "Envelopes::Create" for approval signatures.
• Config: Route documents sequentially to required approvers.

3.5. Gmail
• Feature/Setting: Automate draft sharing or approval requests with "gmail.users.messages.send" API.
• Config: Connect via service account with delegation.

3.6. Outlook 365
• Feature/Setting: Automate calendar events for approval deadlines via "createEvent" endpoint.
• Config: Auto-reminders to stakeholders.

3.7. Salesforce
• Feature/Setting: Automate updating PR-related tasks or milestones via "REST API: /services/data/vXX.X/sobjects/Task/".
• Config: Trigger on related research outcome records.

3.8. JIRA
• Feature/Setting: Automate task creation and status tracking for press release tickets with "POST /rest/api/3/issue".
• Config: Link to project "PR Workflow".

3.9. Trello
• Feature/Setting: Automate card movement through workflow stages using "PUT /1/cards/[id]/idList".
• Config: Reflect each approval step in lists.

3.10. Zendesk
• Feature/Setting: Automate stakeholder communications via "Tickets API" for press release notification tickets.
• Config: Pre-fill templates for PR announcements.

3.11. Asana
• Feature/Setting: Automate task assignments for content drafting with "tasks.create" API.
• Config: Use templates for new press releases.

3.12. Monday.com
• Feature/Setting: Automate status changes and notifications with “change_column_value” mutation.
• Config: Track “Draft”, “Review”, and “Approved” statuses.

3.13. Notion
• Feature/Setting: Automate creation of new press release entries with Notion API "createPage".
• Config: Populate with structured PR templates.

3.14. Box
• Feature/Setting: Automate document version control and routing for collaboration using "files" endpoint.
• Config: Auto-upload releases for final storage.

3.15. Dropbox
• Feature/Setting: Automate notification on new file upload to reviewers via "files/upload" and webhook.
• Config: Monitor press release folder.

3.16. WordPress
• Feature/Setting: Automate publishing of approved releases using "wp/v2/posts" REST endpoint.
• Config: Auto-schedule posts for media.

3.17. SendGrid
• Feature/Setting: Automate mass email distribution of releases with "Mail Send API".
• Config: Segment by stakeholder lists.

3.18. Twilio SMS
• Feature/Setting: Automate executive SMS notifications for urgent approvals with "Messages API".
• Config: Pre-fill message bodies with URLs.

3.19. Airtable
• Feature/Setting: Automate metadata repository of releases via "POST /v0/{baseId}/{tableName}".
• Config: Track timelines and contributors.

3.20. Zapier
• Feature/Setting: Automate multi-step process orchestration using Zap triggers/actions.
• Config: Chain approvals, notifications, and publishing steps.

Benefits

4.1. Automating press release workflows reduces bottlenecks, ensuring faster stakeholder engagement and external communications.
4.2. Automated document and task routing guarantees compliance with internal approval processes.
4.3. Automation improves auditability and version tracking of press releases.
4.4. Automated notifications keep all parties informed, reducing delays and oversight.
4.5. Automator-driven processes enhance transparency and trust in public scientific communication.
4.6. Automating repetitive steps frees staff for strategic engagement and crisis management.
4.7. Automated tracking allows real-time adjustment of communications strategy based on stakeholder feedback.