Automated IP Document Collection Chaser
Every Monday, WebRun opens Anaqua AQX and finds matters flagged as waiting for inventor declarations, assignments, or other client documents. For each gap, it checks whether a DocuSign envelope is already out for signature. If the document is overdue, it drafts a chaser email in Gmail for attorney review before any client is contacted.
How do I automatically chase clients for outstanding patent documents?
Every Monday, WebRun opens Anaqua AQX to find matters waiting for inventor declarations, assignments, or other client documents, checks each item's DocuSign envelope status, and drafts a polite chaser email in Gmail for the responsible attorney to review. No client is contacted until the attorney approves the draft.
- No document gap slips past a week without a chaser draft ready for the attorney
- DocuSign status in every draft means attorneys see exactly what stage the signature is at
- Filing deadlines are referenced in each chaser so clients understand the urgency
Built for IP law firms · patent paralegals · patent docketing managers · IP firm 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
www.anaqua.com/aqx-law-firmin a real browser with your saved login - no setup, no API keys. -
1
Anaqua AQX - find matters waiting for client documents
anaqua.com
WebRun opens Anaqua AQX to find matters waiting for client documents. - Open Anaqua AQX and filter matters to those with a document-awaiting status flag
- Capture the matter number, client, document type, and how many days the request has been outstanding
- Note the upcoming filing deadline for each matter so urgency can be graded
- Exclude matters where the document was received this week
Done when All open document-awaiting matters are listed with client contact and days outstanding.
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2
DocuSign - check envelope status for pending signatures
docusign.com
WebRun opens DocuSign to check envelope status for pending signatures. - Search DocuSign for an envelope sent to each outstanding client in the last 30 days
- Check the envelope status: sent, delivered, viewed, or signed
- If the envelope has been viewed but not signed for more than 5 days, flag it as requiring a chaser
- If no envelope exists, note that one must be prepared before the chaser is sent
Done when Each outstanding document request has a DocuSign status or a note that no envelope has been sent.
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3
Gmail - draft chaser emails for attorney review
gmail.com
WebRun opens Gmail to draft chaser emails for attorney review. - Draft a polite chaser email for each client whose document is overdue
- Reference the specific document needed, the matter number, and the upcoming deadline
- Leave every draft unsent for the responsible attorney to review before sending
Done when A Gmail draft chaser exists for each outstanding document, unsent and awaiting attorney 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 chase clients automatically without attorney approval?
No. Every chaser email is left as an unsent draft in Gmail. The responsible attorney reviews, edits if needed, and sends manually. No client is contacted without sign-off.
What document types does it track?
It tracks any matter flagged as document-awaiting in Anaqua AQX, including inventor declarations, assignments, power of attorney forms, and client-specific authorisation documents.
Does it resend DocuSign envelopes automatically?
No. WebRun checks the envelope status and reports it in the draft. Resending a DocuSign envelope is a deliberate action the attorney takes after reviewing the chaser draft.
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