FS-DOC-01Operations
Launch Plan
Document Management & Filing
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan sets out exactly what is being built, how the build progresses, what FullSpec needs from you to get started, and what your role looks like once the automation is live. It is written for the business owner and operations lead, with no technical knowledge assumed. FullSpec handles every stage of the build, testing, and go-live. Your job is to provide access to the tools already in use and confirm one key configuration decision before the build begins.
01What you're launching
Right now, every contract, invoice, and form that arrives by email or through DocuSign lands in an inbox and waits for a coordinator to manually download it, read it, decide where it belongs, rename it, upload it, log it, and notify the right person. That sequence takes around 50 minutes each day across roughly 120 documents per month, and the results are inconsistent: naming conventions drift, attachments go missing, and documents are hard to find weeks later. The automation being built replaces that entire manual chain with two agents that detect, classify, rename, route, log, and notify without any human input for standard documents. The one step that stays with your team is reviewing the small number of documents the classification agent cannot confidently categorise, which it flags immediately via Slack so nothing is silently lost.
Process
Document Management & Filing
Trigger
A new file attachment arrives in a monitored Gmail inbox, or a DocuSign envelope is marked completed
Final output
Document filed in the correct Google Drive folder, a Notion log entry created, and a Slack notification sent to the document owner
Agents being built
2 agents: Document Classification Agent and Filing and Routing Agent
Tools involved
Gmail, DocuSign, Google Drive, Notion, Slack
Volume
Approximately 120 documents per month (around 240 automation runs per month)
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02How the build works
The build is structured across four stages: Connect, Build, Test, and Launch. FullSpec leads every stage. Your involvement is limited to providing tool access during Connect, reviewing test results during Test, and confirming go-live during Launch. The total estimated build effort is 22 hours of specialist time, spread across a four-week window. Each stage below shows exactly who does what so there are no surprises.
Complexity level: Moderate. Estimated delivery window: 15 to 20 business days. The delivery clock starts at the close of Connect, not payment. Connect cannot close until all tool credentials and the Drive folder structure have been confirmed by your team.
1Connect
Business days 1 to 3
FullSpec
Kick off the project, share the credential request checklist, review the current Google Drive folder structure, and agree the target folder hierarchy and metadata schema with your team.
You
Provide admin access to Gmail, DocuSign, Google Drive, Notion, and Slack. Share 30 sample documents covering your most common document types. Confirm or finalise the Drive folder structure.
2Build
Business days 4 to 12
FullSpec
Build and prompt-tune the Document Classification Agent against your 30 sample documents. Connect the Filing and Routing Agent to Google Drive, Notion, and Slack. Configure folder mapping rules and naming convention logic. Set up Gmail and DocuSign triggers on the automation platform.
You
Remain available to answer questions about document types or folder rules. No technical action required during this stage.
3Test
Business days 13 to 17
FullSpec
Run the full automated flow end to end using live documents for one week. Test standard filing paths, edge cases, and exception flagging. Confirm that Slack alerts fire correctly for unclassified documents and that Notion log entries are accurate.
You
Review a summary of test results shared by FullSpec. Confirm that filed documents look correct in Drive and that Slack notifications are landing in the right channels. Flag anything that does not match expectations.
4Launch
Business days 18 to 20
FullSpec
Switch the automation to live on your real document flow. Hand over the runbook and admin access to your operations team. Monitor the first 48 hours of live runs and resolve any issues that surface.
You
Confirm go-live approval. Brief your operations coordinator on the exception-handling process. Begin monitoring the Slack notification channel for filed document confirmations.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your side, and you do not need to install or configure anything yourself. The table below lists every credential needed and when to have it ready. All access requests are sent to you in a single checklist at the start of Connect.
Gmail
Admin or delegated access to the monitored inbox so the automation platform can watch for new attachments
Before Connect closes
DocuSign
Admin-level API credentials to configure the completed-envelope webhook trigger
Before Connect closes
Google Drive
Editor access to the shared drive and confirmation of the agreed folder hierarchy
Before Connect closes
Notion
Integration token with read and write access to the document register database
Before Connect closes
Slack
Ability to add a bot to the relevant channels for filing confirmations and exception alerts
Before Connect closes
Sample documents
30 real documents covering your most common types (invoices, contracts, HR forms, compliance records)
Before Connect closes
One decision must be confirmed before Connect closes: the Google Drive folder structure must be standardised and signed off by your team. If the current hierarchy is irregular or inconsistent, a one-off cleanup is required before the build can begin. The classification agent is trained against your folder map, so any changes to that structure after build starts will require rework. FullSpec will guide you through the audit during Connect, but the final sign-off belongs to your operations lead.
04Your role once live
Once the automation is live, the day-to-day filing task is handled entirely by the two agents. Your team's involvement drops to occasional exception reviews. The table below summarises the split between your responsibilities and FullSpec's ongoing role.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / operations lead)
Review Slack alerts for documents flagged as unclassifiable and file them manually (expected to be fewer than 8% of all documents). Approve any changes to folder structure or document type rules. Monitor the Notion document register periodically for audit readiness.
Checking inboxes for attachments, downloading files, identifying document types, renaming files, navigating folder structures, uploading to Drive, logging in Notion manually, and sending filing notifications to colleagues.
FullSpec
Monitor automation run logs for errors. Tune the classification agent prompt if accuracy drops below agreed thresholds. Apply updates when connected tool APIs change. Respond to support queries at support@gofullspec.com within one business day.
N/A
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05What success looks like
The milestones below set out what you should observe at each stage after go-live. They give you a clear picture of whether the automation is working as intended and when to contact FullSpec if something looks off.
Timeframe
What to expect
Sign of success
Week 1
The automation runs alongside your existing process in a parallel period. Both the agents and your coordinator are filing documents. FullSpec is monitoring every run in the background and resolving any edge cases as they appear.
Documents appear in the correct Drive folders within 60 seconds of arrival. Slack notifications land in the right channels. Fewer than 8% of documents are flagged for manual review.
Month 1
Manual filing is fully switched off. The operations coordinator's daily filing task is eliminated. The Notion document register is being populated automatically with a full audit trail. Exception alerts are handled in under 2 minutes when they appear.
Filing time drops from 50 minutes per day to under 5 minutes. Naming convention compliance reaches 100%. The coordinator reports no interruptions to their main work for filing tasks.
Month 3
The automation has processed roughly 360 documents. The classification agent has been tuned against real-world edge cases if needed. The Notion log provides a complete, searchable record for any compliance or audit requirement. The team is no longer losing time searching for misfiled documents.
Approximately 63 hours of coordinator time recovered. Annual savings trajectory confirmed at $7,800/year. Zero compliance documents missing from required folders at the end of the quarter.
Next step: the moment you are ready to begin, contact FullSpec at support@gofullspec.com and FullSpec will send the Connect checklist, including the credential request form and the Drive audit template, so Connect can close within three business days and the build clock can start.
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