Grant evidence arrives constantly via email and forms, but staff must manually identify which grant and requirement each document addresses, search for duplicates, rename files, and update tracking spreadsheets. This repetitive work consumes hours weekly and creates compliance gaps.
Automation reads incoming documents, classifies them by grant and requirement, eliminates duplicates, files them correctly, and maintains a real-time evidence tracker. Staff focus on review and funder communication instead of manual filing.
The full workflow, from trigger to completion.
Email attachment, form submission, or upload triggers the automation.
Automation extracts text from the document, reads the email subject and body, and identifies the grant and requirement using AI classification.
Automation searches the central repository for similar documents using filename, date, and content matching.
Document is automatically saved with a standardized name and folder path based on grant and requirement.
Automation creates or updates a record with document metadata, grant, requirement, date received, and status.
Automation compares logged documents against the grant requirements checklist and identifies gaps.
Automation sends a message to the Grants Manager with a list of missing evidence and upcoming deadlines.
When a funder request arrives, automation compiles all relevant documents into a folder and sends a summary to the Grants Manager for final review.
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