Automated BCC Software Proof Approval Reminders
Every morning, WebRun opens BCC Software, finds jobs with a proof sent to the client but not yet approved, drafts a polite reminder to each client in Gmail naming the job and the mail date at risk, leaves every draft unsent for review, and posts your team a Slack list of who is still outstanding.
How do I chase clients for proof approvals before a mail date slips?
Every morning, WebRun opens BCC Software and finds jobs with a proof sent to the client but not yet approved. It drafts a polite reminder to each client in Gmail naming the job and the mail date at risk, leaves every draft unsent for your review, and posts your team a Slack list ranked by urgency.
- Clients get a reminder the same morning a proof is overdue, not after the mail date slips
- Every reminder is drafted and waiting, so you just review and send
- Approved proofs drop off the list automatically, so no one gets a redundant nudge
Built for lettershops · mailing houses · print and mail service bureaus · direct mail production managers
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.bccsoftware.comin a real browser with your saved login - no setup, no API keys. -
1
BCC Software - find proofs awaiting approval
bccsoftware.com
WebRun opens BCC Software to find proofs awaiting approval. - Open BCC Software and filter jobs to proof sent, not yet approved
- Capture the client, job name, proof-sent date, and the mail date at risk for each
- Skip any job already reminded in the last day
Done when Every unapproved proof is listed with its job, client, and mail date at risk.
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2
Gmail - draft client reminders
gmail.com
WebRun opens Gmail to draft client reminders. - Draft a polite reminder to each client naming the job and how close the mail date is
- Link back to where they can view and approve the proof
- Save every message as a draft and leave it unsent for you to review
Done when A reminder draft sits ready in Gmail for every outstanding proof.
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3
Slack - report who's still outstanding
slack.com
WebRun opens Slack to report who's still outstanding. - Post your team a list of jobs still awaiting proof approval
- Sort by how close each is to its mail date so the most urgent sit first
- Note that reminder drafts are waiting in Gmail for review
Done when Your team has today's outstanding-proof list in Slack.
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 email clients without me?
No. WebRun only drafts each reminder in Gmail and leaves it unsent. You read every message and click send, so nothing reaches a client without your approval first.
How does it decide who needs a reminder?
It reads live proof status in BCC Software each morning and only lists jobs where the proof has been sent but not yet approved, skipping anyone already reminded in the last day.
What happens if a client approves right before the reminder goes out?
Nothing goes out. WebRun checks the live approval status each run, so a client who has already approved is dropped from that day's list.
Related templates
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