Give every new importer a smooth onboarding from day one
When a new importer account is created in Descartes, WebRun reads their profile, creates an onboarding checklist record in Airtable with all required setup tasks, and drafts a welcome email in Gmail requesting the documents your brokerage needs before the first entry can be filed. The draft is held for broker review before any email is sent.
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How do I automatically start the onboarding process when a new importer is added in my brokerage system?
When a new importer is added in Descartes, WebRun reads their profile, creates a fully populated onboarding checklist in Airtable covering POA, bond, and billing setup tasks, and drafts a welcome email in Gmail requesting required documents. The draft is held for broker review before anything reaches the importer, so every onboarding starts correctly.
- Every new importer gets a complete onboarding checklist created automatically, with no manual setup
- The welcome email draft is ready for broker review within one business day of the importer being added
- No required setup step (POA, bond, billing) is overlooked because it was not on a checklist
Built for customs brokers · brokerage client services teams · import compliance managers · operations coordinators
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.descartes.comin a real browser with your saved login - no setup, no API keys. -
1
Descartes - read the new importer profile
descartes.com How to Automate Descartes
WebRun opens Descartes to read the new importer profile. - Detect a new importer account created in Descartes during the latest run
- Read the importer name, EIN or IRS number, contact email, address, and bond status from the profile
- Note any pre-filled fields and identify what information is still missing
Done when The new importer's profile details are captured and any missing fields are noted.
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2
Airtable - create the onboarding checklist record
airtable.com How to Automate Airtable
WebRun opens Airtable to create the onboarding checklist record. - Create a new onboarding record in the importer onboarding Airtable base
- Populate the checklist with standard required tasks: confirm IRS number, obtain power of attorney, verify bond, collect ACH or credit card for duty billing, receive first shipment details
- Set the status of each task to open and assign the onboarding manager
Done when A complete onboarding checklist record exists in Airtable for the new importer.
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3
Gmail - draft the welcome and document request email
gmail.com How to Automate Gmail
WebRun opens Gmail to draft the welcome and document request email. - Draft a professional welcome email addressed to the importer's contact
- List the documents and information needed before the first entry can be filed (POA, IRS letter, bond application if applicable)
- Save the draft for the responsible broker to review, personalize, and send. Never send automatically.
Done when A welcome and document request email draft is saved in Gmail, ready for broker review.
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 send the welcome email to the importer automatically?
No. The welcome email is saved as a Gmail draft. A broker must review it, personalize if needed, and click send. No email goes to the client without broker approval.
What tasks does the Airtable onboarding checklist include?
The checklist covers the standard brokerage setup tasks: confirming the IRS number, obtaining a power of attorney, verifying bond status, setting up duty billing, and collecting first shipment details. You can customize the default task list in your WebRun settings.
What if the importer was already in Descartes under a different profile?
WebRun triggers only when a genuinely new account is created in Descartes. If a duplicate profile exists, your broker should resolve it in Descartes before the run processes it.
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