Automated Stakeholder Onboarding Emails
When a new business stakeholder is added in Cognota, WebRun pulls your self-service intake form link and a short getting-started guide from Google Drive, then drafts a warm welcome email in Gmail that shows them how to submit training requests, leaving the message unsent for you to approve.
How do I onboard new stakeholders to submit training requests?
When Cognota gains a new business stakeholder, WebRun reads their role and business unit, pulls the matching intake form link and current getting-started guide from Google Drive, and drafts a warm welcome email in Gmail showing them how to submit requests. It leaves the message unsent for your approval, so onboarding is instant but always human-sent.
- New stakeholders learn how to request training within minutes of being added
- Every welcome links the current form and guide, never a stale copy
- The email waits as a draft for your approval before it sends
Built for L&D managers · learning business partners · training coordinators · learning operations 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.cognota.comin a real browser with your saved login - no setup, no API keys. -
1
Cognota - detect the new stakeholder
cognota.com
WebRun opens Cognota to detect the new stakeholder. - Open Cognota and identify the newly added business stakeholder or requester
- Read their name, role, business unit, and email from the record
- Confirm the correct self-service intake form for their business unit
- Note any request type or contact this stakeholder should be pointed to
Done when The new stakeholder is identified with the right intake form for their unit.
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2
Google Drive - gather the intake link and guide
drive.google.com
WebRun opens Google Drive to gather the intake link and guide. - Open Google Drive and locate the current getting-started guide for submitting requests
- Grab the shareable link to the intake form and the guide
- Confirm the links are the latest versions, not an outdated copy
- Assemble the links and a one-line description of each for the email
Done when The correct intake link and up-to-date guide are ready to include.
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3
Gmail - draft the welcome email for review
gmail.com
WebRun opens Gmail to draft the welcome email for review. - Draft a warm welcome email in Gmail addressed to the new stakeholder by name
- Explain how to submit a training request and include the intake form link and guide
- Set out what happens after they submit and who to contact with questions
- Save the message as a Gmail draft and leave it unsent for you to review and send
Done when A welcome email is drafted in Gmail for the new stakeholder, awaiting your 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 email the new stakeholder without me?
No. The welcome is saved as a Gmail draft and left unsent. You review it, adjust anything, and send it yourself, so a new stakeholder only hears from you once you approve the message.
How does it pick the right intake form?
It reads the stakeholder's business unit in Cognota and matches it to the correct self-service intake form, so a marketing stakeholder gets the marketing form rather than a generic one.
Will the guide it links ever be out of date?
No. It pulls the current getting-started guide and form link from Google Drive each time and confirms they are the latest versions, so new stakeholders never receive a stale link.
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