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Overview

This project automates the delivery of signed DocuSign documents after they are stored in SharePoint. It collects completed PDFs, prepares a weekly archive, sends the documents by email, and posts status updates to Slack.

I used this pattern as part of the dispatch environment and also for internal delivery of signed consent documents. The public explanation stays generic so the workflow can be discussed without exposing recipients, companies, folder IDs, or original workflow data.

The important part is not only sending an email. The workflow protects the document trail by archiving first, batching large deliveries, and stopping cleanup when the expected archive is missing.

The challenge

Signed documents often need to be delivered after completion, but manual collection from SharePoint is slow and easy to miss when many PDFs arrive during the week.

The workflow needed to create a reliable evidence package, send it to the right destination, and keep the SharePoint folder clean without risking accidental deletion of signed documents.

My role

I built the n8n workflow structure for scheduled collection, SharePoint file handling, archive creation, email delivery through Microsoft Graph, batch handling, Slack reporting, and cleanup safeguards.

I also separated the public case study from the private workflow so only the architecture and sanitized helper patterns are shown.

Workflow structure

Core modules

Technical decisions

Tech stack

Proof / Evidence

This case study is based on a private n8n workflow for signed document delivery. The public proof focuses on architecture, delivery logic, and sanitized snippets. Original workflow JSON, secrets, recipient data, tenant IDs, SharePoint IDs, Slack IDs, and company-specific email text are not published.

Live system

Click to enlarge

Public code & documentation

Code excerpt: attachment batching helper

The public snippet shows the attachment batching pattern only. Real recipients, file paths, credentials, and email templates stay private.

function shouldSendAsBatches(files, maxBatchSizeMb = 3.5) {
  const batches = [];
  let currentBatch = [];
  let currentSize = 0;

  for (const file of files) {
    const sizeMb = Number(file.sizeMb || 0);

    if (currentBatch.length && currentSize + sizeMb > maxBatchSizeMb) {
      batches.push(currentBatch);
      currentBatch = [];
      currentSize = 0;
    }

    currentBatch.push({
      name: file.safeName,
      contentBytes: file.base64,
    });
    currentSize += sizeMb;
  }

  if (currentBatch.length) {
    batches.push(currentBatch);
  }

  return batches.map((attachments, index) => ({
    batchNumber: index + 1,
    totalBatches: batches.length,
    attachments,
  }));
}