DOCUMENT OPS
Dropbox Signed-Doc Vault: Classify Expiry and Schedule Purge
Scans a Dropbox signed-document vault on a schedule, reads each contract's effective and retention dates, and tags documents as active, expiring soon, or past-retention…
How it runs
The automated pipeline, trigger to output.
- TriggerDaily schedule fires
- ActionList signed documents in Dropbox vaultDropbox
- ActionExtract sign date, type, and retention termOpenAI
- LogicCompare expiry vs today: active / expiring / past-retention
- ActionAppend past-retention files to Airtable purge queueAirtable
- OutputPost classification digest to Slack for approvalSlack
What it does
This workflow sweeps a Dropbox folder of executed agreements and decides which ones have outlived their legally required retention window. Documents still inside their retention period are left untouched; those past it are written to an Airtable purge queue with a recommended delete date, and an operator gets a digest before anything is removed.
When to use it
Run this when your signed PDFs live in Dropbox and you need a defensible, repeatable way to enforce a retention schedule instead of letting old contracts pile up forever. Ideal for ops, legal, or compliance teams that audit document lifecycles quarterly.
How it works
A daily schedule lists every file in the Dropbox vault. For each file, OpenAI reads the document text and extracts the signing date, contract type, and stated retention term. A logic step compares the computed expiry against today: active and expiring-soon docs are skipped, while past-retention docs are appended to an Airtable "Purge Queue" with their delete-by date. A Slack summary of the day's classifications closes the run so a human approves before deletion.
Set it up
What you configure once, before turning it on.
- 1Connect DropboxFiles and folders.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 4Connect SlackChannels, DMs, threads, mentions.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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