Automated Beautiful.ai Deck Inventory
Every Monday, WebRun opens your Beautiful.ai workspace, lists every deck with its owner, last edit date and sharing state, mirrors that inventory into Airtable, and posts to Microsoft Teams the decks that are shared externally but have not been edited in months.
How do I find presentation decks that are out of date but still shared?
WebRun inventories your Beautiful.ai workspace every Monday, capturing each deck's owner, last edit date and sharing state, and mirrors it into Airtable with a days-since-edit field. It then posts to Microsoft Teams the decks that are still shared externally but untouched for 90 days, tagging each owner for a decision.
- Outdated decks that are still shared get found in a week, not a year
- Every deck has an owner and a last-edit date on record
- The inventory keeps history even after a deck is deleted
Built for marketing teams · sales enablement · agencies · operations leads
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.beautiful.aiin a real browser with your saved login - no setup, no API keys. -
1
Beautiful.ai - list every deck and its last edit
beautiful.ai
WebRun opens Beautiful.ai to list every deck and its last edit. - Open your Beautiful.ai workspace and page through every deck
- Capture the deck name, the owner, the last edited date and whether a share link is active
- Note which decks use your current team theme and which are still on an older one
Done when Every deck in the workspace has been captured with owner, last edit and sharing state.
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2
Airtable - mirror the inventory
airtable.com
WebRun opens Airtable to mirror the inventory. - Open your content inventory base in Airtable
- Update the row for each deck, or add a row if it is new since last week
- Recalculate a Days since edit field and mark decks no longer present in the workspace as Removed rather than deleting the row
Done when The Airtable inventory matches the workspace, with history preserved.
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3
Microsoft Teams - post the stale deck list
microsoft.com
WebRun opens Microsoft Teams to post the stale deck list. - Post the stale list to your team channel in Microsoft Teams
- Lead with decks that have an active share link and have not been edited in 90 days, since those are what a prospect might be reading right now
- Tag each deck's owner and ask for a refresh, an unshare or a retire decision
Done when Owners have this week's stale deck list with a decision to make.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it delete or unshare old decks?
No. WebRun lists what is stale and asks the owner to decide. It never deletes a deck, never revokes a share link, and never edits a slide. Removing access is always a human call.
Why does an active share link matter?
Because a shared deck is live to whoever holds the link. A pricing or roadmap deck that has not been edited in 90 days may still be open to a prospect, which is why those sit at the top of the Teams post.
What happens to decks that get deleted from the workspace?
The Airtable row is marked Removed rather than erased, so you keep a record that the deck existed, who owned it and when it disappeared.
Related templates
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