DOCUMENT OPS
Google Drive Legal-Hold Router for Matter-Linked Contracts
When a document lands in a Google Drive intake folder, it checks an Airtable matter register for an active legal hold and routes the file into a locked hold folder.
How it runs
The automated pipeline, trigger to output.
- TriggerNew document added to Drive intake folderGoogle Drive
- ActionExtract counterparty and matter referenceOpenAI
- LogicCheck Airtable matter register for active holdAirtable
- ActionCopy held file into locked Legal Hold folderGoogle Drive
- OutputAlert legal channel in Slack when hold appliedSlack
What it does
This workflow intercepts newly added signed documents and prevents anything tied to active litigation or an open matter from being deleted under a routine retention policy. It cross-references each file against your matter register and physically separates held documents from purgeable ones.
When to use it
Use this when legal holds and retention purges run in the same environment and you cannot risk auto-deleting a document that is under hold. It gives you a clean, auditable separation: held files move to a protected folder, everything else stays in the normal lifecycle.
How it works
A new-file trigger fires when a document appears in the Drive intake folder. OpenAI pulls the counterparty and matter reference from the document. A logic step queries Airtable's matter register: if a matching matter has an active hold flag, the file is copied into a locked "Legal Hold" Drive folder and the hold record is updated; if not, it continues to the standard retention folder. A Slack alert notifies the legal channel whenever a hold is applied.
Set it up
What you configure once, before turning it on.
- 1Connect Google DriveDocs, sheets, slides, files.
- 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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This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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