Automated Grant Application Document Collection
Every morning, WebRun opens Submittable, finds applications flagged as incomplete or missing required documents, logs what each applicant still needs to a tracking sheet, and drafts a personalized follow-up email in Gmail for your team to approve before sending.
How do I automatically follow up with grant applicants about missing documents?
WebRun scans Submittable every morning for incomplete grant applications, lists exactly which documents or fields each applicant is still missing, and logs the details to a tracking sheet. It then drafts a personalized follow-up email in Gmail for your team to approve, so no message goes out without human review.
- No incomplete application slips past the deadline because every gap is flagged each morning
- Applicants receive a specific, named list of what is still missing rather than a generic reminder
- Duplicate follow-up emails are prevented automatically via the tracking sheet
Built for grantmakers · grant program administrators · foundation program officers · nonprofit grant teams
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 - identify incomplete applications
submittable.com
WebRun opens Submittable to identify incomplete applications. - Open Submittable and filter submissions to those with an incomplete or pending-documents status
- For each incomplete application, read which required fields or attachments are still missing
- Note the applicant name, email, program name, deadline, and list of missing items
Done when Every incomplete application is listed with the specific documents or fields still outstanding.
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2
Google Sheets - log missing document status
google.com
WebRun opens Google Sheets to log missing document status. - Open the document collection tracking sheet
- Log each incomplete application as a row with the applicant name, missing items, program deadline, and days remaining
- Mark any applicant already contacted this week to avoid duplicate chasers
Done when The tracking sheet shows every outstanding document request and its status.
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3
Gmail - draft follow-up request for approval
gmail.com
WebRun opens Gmail to draft follow-up request for approval. - Draft a polite, specific follow-up email for each applicant not yet contacted this week
- Name the exact documents or fields still missing and include the submission deadline
- Leave every draft unsent for your grants team to review and approve before sending
Done when Follow-up email drafts are ready in Gmail for team review. No emails are sent automatically.
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 applicants automatically without my review?
No. Every follow-up email is drafted in Gmail and left unsent. Your grants team reviews each draft before approving it to send, so no message reaches an applicant without a human check.
Will it send the same chaser twice to the same applicant?
No. It marks each applicant as contacted in the tracking sheet and skips anyone who already received a chaser that week, preventing duplicate requests.
What if an applicant submitted the missing documents overnight?
It reads the live status from Submittable each morning, so applicants who have already completed their submission are skipped automatically.
Related templates
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