Automated Grant Award Decision Letters
Every morning, WebRun opens Submittable, finds applications where review scoring is complete and a decision is recorded, drafts a personalized award or declination letter in Gmail for each applicant, and posts a summary to Slack so your program officer knows which letters are waiting for approval.
How do I automatically draft grant award and declination letters in Submittable?
WebRun reads completed review decisions from Submittable each morning and drafts a personalized award or declination letter in Gmail for every decided applicant. It posts a queue summary to Slack so your program officer knows exactly how many letters are waiting for their approval before any communication reaches an applicant.
- Every decided applicant gets a personalized letter drafted within hours of the decision being recorded
- Program officers spend time reviewing and approving letters, not writing them from scratch
- No award or declination letter goes out without explicit human approval
Built for grantmakers · foundation program officers · grant program managers · nonprofit grant administrators
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
app.submittable.comin a real browser with your saved login - no setup, no API keys. -
1
Submittable - read completed review decisions
submittable.com
WebRun opens Submittable to read completed review decisions. - Open Submittable and filter submissions to those with a completed review status and a recorded decision
- Read the decision (awarded or declined), applicant name, email, program name, and award amount if applicable
- Skip any applicant who already received a decision letter to avoid duplicates
Done when Every decided application has its outcome, applicant details, and award amount captured.
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2
Gmail - draft award and declination letters
gmail.com
WebRun opens Gmail to draft award and declination letters. - Draft an award letter for each approved applicant, naming the program, award amount, and next steps
- Draft a respectful declination letter for each declined applicant with a brief rationale if provided
- Leave every draft unsent for the program officer to review and personalize before sending
Done when Award and declination letter drafts are staged in Gmail for program officer review. None are sent automatically.
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3
Slack - notify program officer of pending approvals
slack.com
WebRun opens Slack to notify program officer of pending approvals. - Post a summary to the grants channel listing how many award and declination drafts are pending approval
- Tag the responsible program officer so they know the queue is ready for review
Done when The program officer has been notified in Slack that decision letter drafts are waiting for their approval.
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 decision letters to applicants without my approval?
No. Every award and declination letter is drafted in Gmail and left unsent. The program officer reviews, personalizes, and approves each letter before it reaches any applicant.
Does it handle both award and declination letters?
Yes. It drafts an award letter with the program name, amount, and next steps for approved applicants, and a respectful declination letter for declined applicants, using the rationale recorded in Submittable.
What if a decision has already been communicated manually?
It checks for existing sent correspondence before drafting. If you mark an applicant as already notified in Submittable, it skips that record to prevent duplicate letters.
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