Workflow & Documentation ManagementPurpose
1.2. Reduce clutter, optimize digital storage, and minimize manual archiving efforts.
1.3. Protect sensitive health records by relocating inactive cases to secure, long-term storage according to retention policy.
1.4. Enable quick restoration if reactivation or audits require retrieval.
1.5. Facilitate HIPAA-aligned archiving operation across geographically distributed ABA therapy teams.
Trigger Conditions
2.2. Status change in EHR/EMR or case management system to “closed”, “inactive”, or “discharged”.
2.3. Scheduled workflow (e.g., monthly/quarterly) for archiving sweep.
2.4. Manual review and approval by a supervisor when edge or exception criteria are met.
2.5. Compliance review triggers archiving based on regulatory requirements.
Platform Variants
3.1. Google Drive
• API: Files.Update → Move file to “Archived Cases” folder when inactivity criteria is met. Sample config: Set “parents” parameter and update metadata.
3.2. Dropbox
• Endpoint: /files/move_v2 → Automatically transfer file to “Archive” directory after status update webhook.
3.3. OneDrive
• Graph API: /drive/items/{item-id}/move → Specify archive folder destination on inactivity trigger.
3.4. Box
• API: Move File → POST /files/:file_id, set “parent” to Archive folder ID.
3.5. Microsoft SharePoint
• REST: Move-PnPFile, Power Automate flow moves file from active to archival library on trigger.
3.6. Egnyte
• API: POST /fileops/move → Use inactivity trigger to automate document move to “Inactive Cases”.
3.7. Citrix ShareFile
• Endpoint: /Items({id})/Move → Archive upon webhook or workflow alert.
3.8. Amazon S3
• S3 Lifecycle Policy → Specify prefix/tag for inactive cases. Move to Glacier for low-cost archival.
3.9. Google Cloud Storage
• Bucket Lifecycle → Apply rule to transition objects to Archive storage after set period.
3.10. Azure Blob Storage
• Lifecycle Management → BlobServiceClient.SetBlobTier(Archive) for inactive blobs.
3.11. Salesforce Health Cloud
• Flow: Scheduled Path or Apex Automation moves case record/file to archive object and changes status.
3.12. Epic EHR
• Automated Rule: HL7 interface triggers flag to move record to inactive/archive state.
3.13. Cerner
• CCL Script: Detect inactivity and initiate archival operation via FHIR API.
3.14. SimplePractice
• Webhook + API: On “discharged” status, move PDF notes/attachments to read-only archive folder.
3.15. TheraNest
• Zapier API: Trigger on “inactive” status, update file property “archived” or move file to folder.
3.16. DrChrono
• API: patient_status = “inactive” → Transfer associated files to “Archived” directory.
3.17. Practice Fusion
• Export API: Automated scheduled export, mark for archival if “inactive” over preset period.
3.18. Monday.com
• Automation: If status = “inactive”, move files linked in file column to “Archive” group/folder.
3.19. Airtable
• Scripting/Automations: After detecting inactivity, move attachment field records to “Archived Cases” table.
3.20. Smartsheet
• Automated Workflow: On case row status change, move attachments to handoff folder and set “archived” flag.
3.21. Notion
• API: Patch Page Property, set status = “archived”, move all attached files to archive page or section.
3.22. Zoho Creator
• Deluge Script: On date/trigger event, update case status and transfer attachments to archive collection.
3.23. BambooHR (for HR-relevant therapy records)
• API: If termination date triggered, move employee files to archive folder.
Benefits
4.2. Frees up active workspace for current client files, improving daily workflow focus.
4.3. Streamlines future audits or reactivation with organized retrieval system.
4.4. Reduces manual overhead and human error risk in large-scale archiving.
4.5. Ensures regulatory compliance and peace of mind for therapy practice managers.