DOCUMENT OPS
Quarterly Retention Audit Report Across the Signed-Doc Vault
On a quarterly schedule, inventories every contract in the Dropbox vault, summarizes counts by retention status into a Notion audit page.
How it runs
The automated pipeline, trigger to output.
- TriggerQuarterly schedule fires
- ActionList vault documents and pull retention registerAirtable
- LogicBucket files by status and tally counts
- ActionDraft audit narrative from talliesOpenAI
- ActionWrite dated audit page in NotionNotion
- OutputEmail compliance report to stakeholdersGmail
What it does
This workflow produces the evidence trail auditors ask for: a periodic snapshot of the entire signed-document vault broken down by retention status, plus a written summary of what is approaching expiry and what was eligible for purge. It documents that your retention policy is actually being enforced.
When to use it
Reach for this at quarter-end or before an external compliance review, when you need a single dated artifact showing the state of every retained document rather than ad-hoc spot checks.
How it works
A quarterly schedule lists all documents in the Dropbox vault and reads each one's metadata from the Airtable retention register. A logic step buckets every file into active, expiring-this-quarter, or past-retention and tallies the counts. OpenAI drafts a plain-language audit narrative from those tallies. The narrative and tables are written to a dated Notion audit page, then emailed to the compliance distribution list via Gmail as the formal record.
Set it up
What you configure once, before turning it on.
- 1Connect DropboxFiles and folders.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect OpenAIModels, embeddings, files.
- 4Connect NotionPages, databases, comments.
- 5Connect GmailRead, draft, send, label.
- 6Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 7Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 8Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
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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