FS-DOC-03Operations
Process Runbook / SOP
Document Management and Filing
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This runbook is the day-to-day operating guide for the Document Management and Filing automation. It explains exactly what the system does on its own, what your team is responsible for, how to handle exceptions, and how to keep the process running smoothly over time. FullSpec builds and maintains the automation end to end. Your role is limited to reviewing flagged documents and keeping contact details and folder rules up to date.
01Process overview
This process watches for incoming documents arriving via Gmail attachments or DocuSign envelope completions. When a new document is detected, an AI classification agent reads the file content and email context to identify the document type, the related party, and the document date. That metadata is passed to a second agent, which constructs a standardised file name, uploads the file to the correct Google Drive folder, logs a record in Notion, and sends a Slack notification to the document owner. For documents the classifier cannot confidently categorise, a Slack alert is sent to the Operations Coordinator for manual review. The entire flow runs continuously without any staff involvement for standard documents, eliminating the 5 hours of manual filing work that currently occurs each week.
Process name
Document Management and Filing
Trigger
A new file attachment arrives in a monitored Gmail inbox, OR a DocuSign envelope status changes to completed
Final output
Document filed in the correct Google Drive folder with a standard name, a Notion log entry created, and a Slack confirmation sent to the document owner
Agents running
Document Classification Agent; Filing and Routing Agent
Tools involved
Gmail, DocuSign, Google Drive, Notion, Slack
Weekly volume
Approximately 30 documents per week (120 per month)
Human checkpoint
Reviewing and manually filing documents flagged by the classification agent as ambiguous (expected under 8% of total volume)
Process owner
[Your name] — Operations Coordinator
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02Step-by-step: what happens and who acts
What you actually need to do: your only regular action in this process is reviewing documents that the classification agent cannot confidently categorise. When this happens, you will receive a Slack alert with the file attached and a brief note explaining why it was flagged. You then file it manually in Google Drive and update the Notion log. Everything else in the table below is fully automated.
Step
What happens
Who acts
Type
1
A new email attachment lands in the monitored Gmail inbox, or a DocuSign envelope is marked as completed. The automation platform detects the event immediately via a webhook or inbox watch and retrieves the attached file.
Automation
Automated
2
The Document Classification Agent reads the file content alongside the email subject, sender, and body text. It extracts the document type (such as invoice, contract, or compliance form), the related party name, and the document date.
Document Classification Agent
Automated
3
The automation checks whether the classification confidence meets the required threshold. If confidence is sufficient, the process continues to Step 4. If the agent is not confident enough, the process skips to Step 7.
Automation
Automated
4
The Filing and Routing Agent takes the extracted metadata and constructs a standardised file name following the agreed naming convention, for example: ClientName_InvoiceType_2025-06-15. No manual renaming is required.
Filing and Routing Agent
Automated
5
The renamed file is uploaded directly to the correct subfolder in Google Drive based on the classified document type and party name. The folder mapping rules are configured during setup and can be updated by the process owner when needed.
Filing and Routing Agent via Google Drive
Automated
6
A new row is added to the Notion document register recording the file name, document type, date, folder path, and a direct link to the filed document in Drive. This creates a complete and searchable audit trail.
Filing and Routing Agent via Notion
Automated
7
A Slack message is sent to the relevant document owner confirming the document has been filed, including the document name and a direct Google Drive link. If the document was flagged for review instead, the Slack alert goes to the Operations Coordinator with the file attached and a note on why it could not be classified.
Filing and Routing Agent via Slack
Automated
8
If a document was flagged in Step 3, the Operations Coordinator reviews the Slack alert, opens the attached file, identifies the correct document type and folder, files it manually in Google Drive, and adds a row to the Notion log. This is the only step requiring human action.
Operations Coordinator
Human
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03Handling exceptions
Situation
What the system does
What you do
Document arrives with missing metadata (no sender name, blank subject line, or no recognisable party in the content)
The classification agent detects that required metadata fields cannot be extracted with confidence. It flags the document and sends a Slack alert to the Operations Coordinator with the file attached and a note listing which fields could not be determined.
Open the Slack alert, review the attached file, and identify the missing details manually. File the document in the correct Drive folder, then add the Notion log entry by hand. No action is needed in the automation platform.
A duplicate document is received (same file or same DocuSign envelope submitted more than once)
The Filing and Routing Agent checks the Notion log for an existing entry with the same file name pattern and document date. If a match is found, it flags the duplicate via Slack rather than filing a second copy, to avoid creating conflicting versions in Drive.
Review the Slack notification confirming the duplicate was detected. Confirm in Notion that the original entry is correct. If the new version supersedes the original, move the old file to an archive subfolder and allow the new one to be filed by responding to the Slack prompt.
The target folder for a document type does not exist in Google Drive
The Filing and Routing Agent cannot route the file and sends a Slack alert to the Operations Coordinator stating that the expected folder path was not found. The document is held in a designated staging folder in Drive rather than being lost.
Create the missing folder in Google Drive following the agreed folder naming convention. Once the folder exists, retrieve the document from the staging folder, move it to the correct location, and update the Notion log entry with the correct folder path.
The Operations Coordinator does not act on a flagged document within 24 hours
The automation sends a follow-up Slack reminder to the Operations Coordinator after 24 hours of no action. If the document remains unactioned after 48 hours, a second reminder is sent to the backup contact listed in the contact table.
File the flagged document as soon as possible using the details in the original Slack alert. If you are unavailable, the backup contact should handle the filing. Once filed, update the Notion log to close the exception.
DocuSign or Gmail is temporarily unavailable and the trigger does not fire
The automation platform monitors for failed trigger events. If a webhook call fails, the platform retries automatically up to three times with a short delay between each attempt. If all retries fail, an error notification is sent to the process owner via Slack.
Check the Slack error notification for details. If the outage is brief, the system will catch up automatically once the service recovers. If documents have been missed, download them manually from Gmail or DocuSign and file them using the standard naming convention. Contact FullSpec at support@gofullspec.com if the issue persists beyond one hour.
The classification agent files a document in the wrong folder (misfiling)
The Notion log records every filing action with a timestamp and the folder path used. If a misfiling is reported, the log provides a full trail to locate the file. The system does not self-correct misfilings automatically.
Locate the file using the Notion log entry or the Drive link in the original Slack notification. Move the file to the correct folder in Google Drive. Update the folder path field in the corresponding Notion log row. If the same document type is being misfiled repeatedly, contact FullSpec to adjust the folder mapping rules.
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04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. These contacts should be reviewed any time a team member changes role or leaves the business. FullSpec support is available at support@gofullspec.com for any issues with the automation itself.
Role
Name
How to reach them
Process owner (Operations Coordinator)
[Your name]
[Your email or Slack handle]
Backup contact (for unactioned flagged documents)
[Backup name]
[Backup email or Slack handle]
Google Drive administrator (for folder structure changes)
[Admin name]
[Admin email]
DocuSign account administrator (for webhook or credential issues)
[DocuSign admin name]
[DocuSign admin email]
Notion workspace administrator (for log schema changes)
[Notion admin name]
[Notion admin email]
FullSpec builder (automation build and configuration queries)
FullSpec team
support@gofullspec.com
FullSpec support (ongoing issues, errors, and maintenance requests)
FullSpec support
support@gofullspec.com
05Ongoing maintenance
Whenever Drive folder structure changes
Update the folder mapping rules in the automation platform to reflect new or renamed folders. If a document type is routed to a folder that no longer exists, filings will fail and documents will land in the staging folder. Contact FullSpec to apply the mapping changes.
Process owner + FullSpec
Whenever a new document type is added to the business
Provide FullSpec with at least five sample files of the new document type. The classification agent prompt will be updated to recognise and route the new type correctly. Until the update is live, those documents will be flagged for manual review.
Process owner + FullSpec
Monthly spot-check (first week of each month)
Review ten to fifteen Notion log entries from the previous month and verify that the document type, party name, and folder path recorded match the actual file in Drive. Note any consistent mismatches and report them to FullSpec for prompt adjustment.
Process owner
Weekly error-log review (every Monday)
Check the Slack channel used for exception alerts to confirm all flagged documents from the prior week have been actioned and closed. Review any retry notifications or missed-trigger alerts. Escalate unresolved items to FullSpec if needed.
Process owner
When a team member changes role or leaves
Update the contact table in this runbook with the new owner or backup contact details. Update the Slack notification routing in the automation platform so alerts go to the correct person. Contact FullSpec to apply the Slack recipient change.
Process owner + FullSpec
Quarterly volume review (every three months)
Compare the current monthly document volume against the original baseline of 120 documents per month. If volume has grown significantly, review whether the automation platform tier and Notion workspace plan still meet capacity needs. Flag to FullSpec if throughput issues are observed.
Process owner + FullSpec
The most common maintenance issue for this process is a mismatch between the Google Drive folder structure and the routing rules configured in the automation. This typically happens when someone creates a new subfolder in Drive without informing the process owner, causing the filing agent to either misroute documents or send them to the staging folder. Whenever you add, rename, or restructure a folder in Drive, contact FullSpec at support@gofullspec.com so the mapping rules can be updated before documents are affected.
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