Automate end-to-end filing of HR and legal documents from upload to archive with CDN hosting, Drive storage, and Airtable tracking.
The AI agent captures incoming documents via mobile upload or remote URL, hosts a CDN-backed link for instant review, stores originals in Google Drive under a structured path, and updates Airtable with status, links, and audit data. It automatically prevents duplicates, builds the correct folder hierarchy, and logs every action for governance. Finally, it sends HTML email confirmations to HR and the employee, closing the loop with clear filiing metadata.
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Capture documents from mobile or URL sources and validate file formats.
Check Airtable for existing records to prevent duplicate filings by Employee ID.
Upload the document to UploadToURL and generate a CDN-backed, public review link.
Create or navigate a Drive path HR/Contracts/{Year}/{Department}/{EmployeeName}/ and store the file.
Update or create an Airtable record with status, Drive URL, CDN link, and upload IDs.
Send a professional HTML email to HR and the employee with links and metadata.
Before: manual, error-prone filing across scattered folders; after: a unified, auditable archive with instant access and automated notifications.
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Receive the document via mobile upload or remote URL, verify file type and required metadata, and check for an existing Employee ID in Airtable.
UploadToURL stores a CDN link while the AI agent creates or navigates the Drive folder HR/Contracts/{Year}/{Department}/{EmployeeName}/ and moves the file there.
Update Airtable with Contract Received, attach both links, and email HR and the employee with access details and metadata.
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Scenario: A signed contract for Employee ID 452 is uploaded at 10:15 AM. The AI agent validates the file, confirms no existing record in Airtable, uploads to CDN via UploadToURL, creates Drive path HR/Contracts/2026/Legal/JohnDoe/, updates Airtable with status and links, and sends HTML confirmations to HR and John with all filing metadata. Outcome: documents are available for review in seconds, the archive is auditable, and both the Drive and CDN links are preserved.
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Need scalable, consistent onboarding and contract filing across many employees with verifiable timestamps and paths.
Require reliable archiving of NDAs, vendor agreements, and compliance documents with auditable trails.
Must verify document provenance and ensure traceability for audits.
Need a predictable integration layer with OAuth, storage, and backup links.
Move away from loose files to a centralized, searchable archive with automated workflows.
Allow employees to upload via a simple link and receive confirmation without manual routing.
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Hosts documents and provides public CDN backup links accessible during reviews.
Orchestrates the UploadToURL and drives the end-to-end data flow between services.
Creates and navigates the Drive folder hierarchy and stores original documents.
Tracks status, stores links, and maintains the audit trail for each document.
Sends automated HTML confirmation emails to HR and the employee.
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It accepts signed contracts, IDs, NDAs, and vendor agreements uploaded via mobile or URL. The workflow enforces file type checks and metadata validation to ensure consistency. It also supports edge cases like multiple documents in a single upload and re-uploads with new metadata. If a document lacks required fields, the system prompts for additional information before proceeding.
Before filing, the agent searches Airtable for an existing record with the same Employee ID. If a match is found, the flow stops and an alert is generated for review. This prevents overwrites and keeps the archive clean. If the user confirms a legitimate update, the workflow can proceed with versioning rules you define.
The document is hosted on UploadToURL for a CDN link and stored in Google Drive under a structured path. Airtable is updated with the status and both links, creating an auditable record. The system then sends HTML emails to HR and the employee with access details and metadata. You can review the full audit trail in Airtable at any time.
Yes. The path follows HR/Contracts/{Year}/{Department}/{EmployeeName}/ and files are renamed to the audit-ready format: {EmployeeID}_{LastName}_{Type}_{Date}. You can adjust the naming convention to meet your compliance requirements. The agent validates naming consistency during ingestion to avoid mismatches.
The agent sends automated HTML email confirmations to HR and the employee. Emails include direct links to Drive and CDN, filing metadata, and timestamps. Notifications are designed to be skimmable and auditable, so stakeholders can confirm receipt quickly. If an email fails to send, an alert is pushed to an admin channel for remediation.
OAuth-based access controls protect Google Drive and Airtable credentials. All links and documents are stored with access controls aligned to your policy. The audit trail includes who filed, when, and which Upload ID was used. You can enable additional logging and encryption on a per-folder basis if required.
Yes. The workflow is designed to plug into your current n8n setup and supports standard APIs for UploadToURL, Drive, Airtable, and Gmail. It can be extended with OCR or watermarking modules as needed. You can reuse the existing credentials and folder schema to minimize disruption. Change management is minimized with a ready-to-activate import template.
Automate end-to-end filing of HR and legal documents from upload to archive with CDN hosting, Drive storage, and Airtable tracking.
