Automated Kintone Approval Queue Chasing
Every morning, WebRun signs into Kintone, opens the apps that run through an approval process, lists every record waiting on a decision with its approver and how long it has waited, WhatsApps each approver their own queue, and drafts a Gmail escalation for anything past your service level.
How do I chase approvals that are sitting unactioned?
WebRun reads your Kintone process workflows every morning and lists every record stuck in an approval step with its approver and waiting time. Each approver gets a WhatsApp message covering only their own queue, and records past your service level get a Gmail escalation drafted for your review.
- Approvers see their own queue each morning instead of a shared backlog
- Requests past the service level get an escalation drafted the same day
- Submitters stop chasing manually because the queue chases itself
Built for operations teams · finance approvers · process owners · back-office managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
kintone.comin a real browser with your saved login - no setup, no API keys. -
1
Kintone - list records awaiting approval
kintone.com
WebRun opens Kintone to list records awaiting approval. - Sign into Kintone and open each app that uses a process management workflow
- Filter records to those sitting in an approval or review status
- Capture the record title, the submitter, the current approver, and the days since it entered that step
- Note the value or priority field where one exists, so big items can be ranked first
- Flag anything past the service level you set for that app
Done when Every record awaiting a decision is listed with its approver and waiting time.
-
2
WhatsApp - send each approver their queue
whatsapp.com
WebRun opens WhatsApp to send each approver their queue. - Send each approver a short WhatsApp message with only the records waiting on them
- Show the record title, the submitter, and how many days it has waited, oldest first
- Send yourself the full picture across all approvers so the backlog is visible in one place
- Keep messages to internal approvers. Never message the submitter's customer or a supplier
Done when Every approver has been sent their own waiting queue.
-
3
Gmail - draft escalations for the oldest
gmail.com
WebRun opens Gmail to draft escalations for the oldest. - For records past the service level, draft an escalation email to the approver and their manager
- Include the record title, the submitter, the waiting time, and a link back to Kintone
- Leave every escalation as an unsent draft for you to review and send
- Never approve, reject, or advance a record in Kintone. Decisions stay with the approver
Done when Every overdue record has a drafted escalation waiting for your 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 approve records on my behalf?
Never. WebRun reads the queue and chases the approver. Approving, rejecting, and advancing a record all stay with the person who owns that step, so no decision is ever made by an automation.
Does it email anyone without me checking?
No. Escalation emails are left as unsent Gmail drafts for you to read and send. The only messages that go out on their own are internal WhatsApp queue reminders to your own approvers.
What counts as overdue?
Whatever service level you set per Kintone app, commonly two or three working days in an approval step. Records under the limit appear in the approver's queue, and only those past it get a drafted escalation.
Related templates
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