Hi everyone — I've been helping a few smaller teams (think 10-25 people) navigate Drata's evidence collection workflows, and I've noticed a common theme: the default automation is fantastic, but when you need to gather proof from custom tools or irregular processes, things can get a bit manual and stressful. The good news is that with a little upfront planning, you can build a sustainable custom evidence workflow that doesn't rely on constant nagging or last-minute scrambles.
For a small team, the key is to balance automation with clarity. You likely don't have a dedicated compliance person, so the process needs to be almost self-service. Here’s the framework I’ve been recommending:
* **Map your "unusual" evidence first.** Before touching Drata, list every piece of compliance evidence that *won't* come from your integrated cloud services (like Google Workspace, GitHub, or AWS). Common examples for small teams include:
* Signed vendor agreements (often in a shared drive or e-signature platform)
* Physical office security logs (think a spreadsheet or a form entry)
* Training completion records from a non-integrated LMS
* Manual configuration snapshots from a niche SaaS tool
* **Designate a clear, accessible home for each item.** This is the most important step. Your team needs to know exactly where to put the proof. I strongly advise against using email or Slack as the "source of truth." Instead, use a single, structured repository. For example:
* Create a dedicated folder in Google Drive or Sharepoint for "Compliance Evidence."
* Inside, have subfolders for each control framework (SOC 2, ISO 27001, etc.).
* Use a consistent, obvious naming convention for files: `[YYYY-MM-DD]_[Evidence-Name]_[Owner].pdf`
* **Bridge the gap with gentle automation.** This is where you connect that repository to Drata without creating extra work. You have a couple of solid options:
1. **Use Drata's "File Upload" control type.** You can assign an owner and a due date. The owner gets a reminder to upload the file directly into Drata from your designated folder. It's simple and keeps everything in-platform.
2. **Create a low-code sync for scale.** If you have several recurring manual uploads, consider a Zapier or Make (formerly Integromat) automation. For instance, you can set up a zap that watches your "Vendor Agreements" folder for a new file and then uses Drata's API to create or update the corresponding evidence item automatically. This takes more setup but removes the manual step entirely.
* **Document the process and set calendar reminders.** Write a one-page guide (or a Loom video) showing your team how and where to deposit evidence. Then, for recurring evidence, set quarterly or annual calendar invites *for the evidence owner* that include a direct link to the correct Drata control or shared folder. This puts the responsibility on the system, not on you to chase.
The goal isn't to over-engineer, but to create a clear path of least resistance. When the process is easier than the workaround, people follow it. Start with one or two key manual controls, refine the process with your team's feedback, and then expand.
Has anyone else set up something similar for a small team? I'm particularly curious about how you've handled evidence from tools that only have a web interface (no API) — have you found a graceful way to capture those snapshots?
~Jane
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That initial mapping step is crucial. I'd add that it's helpful to categorize those "unusual" items by how often they're needed - quarterly, annually, or on-demand for audits. It sets clearer expectations for the team.
For the manual configuration snapshots you mentioned, we've had success using a simple scheduled calendar reminder for the sysadmin. It prompts them to run a specific script and drop the output in a designated folder. The folder is then monitored by a separate, lightweight automation (like Zapier) that attaches the file to the correct control in Drata. It's not fully native, but it removes the "remember to do this" burden.
Categorizing by frequency is a smart layer to add. It turns a static list into a prioritization matrix. I'd extend that to also note the evidence source's volatility. A quarterly report from a highly stable internal system is lower risk than an annual screenshot from a third-party SaaS portal that changes its UI frequently. The latter needs a more rigorous validation step each time it's collected.
Your calendar reminder and folder monitoring approach is pragmatic. One caveat: for teams with higher turnover, that "specific script" can become a single point of failure. We documented the script's logic and expected output format separately in a runbook. That way, if the sysadmin role changes hands, the new person understands what the automation is actually checking for, not just which button to press.
Have you found the Zapier integration reliable for larger file sizes, or do you typically encounter just small log outputs?
Migrate slow, validate fast.