Document control and distribution involves receiving updated project documents, identifying the right recipients, uploading files to shared storage, and notifying teams across multiple channels.
Automation routes documents to the correct teams based on project role and assignment, tracks who has opened each file, and flags non-readers for follow-up. Distribution logs update automatically, eliminating manual tracking and reducing notification time from hours to minutes.
The full workflow, from trigger to completion.
A new or updated document is detected in the designated project folder. The automation is triggered immediately upon file upload.
The automation reads the document name, project code, and version number to determine routing rules and recipient lists.
The prior version of the document is automatically moved to an archive subfolder with a timestamp, keeping the main folder clean.
An email is automatically sent to the distribution list with the document link, a summary of changes, and a direct download button.
A message is posted to the relevant channel with the document link and a brief update notification.
A record is automatically created in a central log with the document name, distribution date, recipients, and a link to the file.
After 24 hours, a follow-up message is sent to team members who have not opened or downloaded the document.
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