Automated PI Document Collection Chaser
Every morning, WebRun opens CROSStrax and finds active cases that are waiting on client-supplied documents. It logs the outstanding items in a Google Sheets tracker and posts a chaser summary to your internal Telegram group so your team can follow up immediately.
How do I automatically track and chase missing documents for PI cases?
Every morning, WebRun opens CROSStrax, identifies active cases stalled by missing client documents, logs the outstanding items in Google Sheets, and posts a summary to your Telegram team group. Cases waiting more than five days are flagged as urgent. The team then follows up directly, keeping client contact in human hands.
- Every document-stalled case is surfaced within one business day
- Cases waiting more than five days are flagged as urgent automatically
- A running Google Sheets log gives managers full visibility into outstanding requests
Built for PI case managers · investigation agency admins · multi-case investigators · PI firm 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
www.crosstrax.coin a real browser with your saved login - no setup, no API keys. -
1
CROSStrax - find cases awaiting documents
www.crosstrax.co
WebRun opens CROSStrax to find cases awaiting documents. - Open CROSStrax and filter active cases to those with a status of Awaiting Documents or missing required files in the case checklist
- Capture the case number, client name, missing document types, and the date the request was first made
- Skip cases where a document chaser was already sent within the last 48 hours
Done when Every case stalled by missing documents is listed with the specific items outstanding and days waiting.
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2
Google Sheets - log the outstanding document checklist
google.com
WebRun opens Google Sheets to log the outstanding document checklist. - Open the document-chaser tracking sheet and append a row for each outstanding case
- Record the case number, client name, missing items, days waiting, and the date of today's chaser run
- Mark previously resolved items as complete so the tracker stays current
Done when The tracking sheet is updated with every currently stalled case and its outstanding documents.
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3
Telegram - alert the team with cases needing follow-up
telegram.org
WebRun opens Telegram to alert the team with cases needing follow-up. - Post a morning chaser summary to the internal team Telegram group
- List each stalled case with the client name, missing documents, and days waiting
- Flag any case waiting more than five days as urgent so the team can prioritise
Done when The team has a Telegram summary of all document-stalled cases, with urgent ones flagged.
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 chaser messages directly to clients?
No. WebRun alerts your internal team via Telegram only. Any message sent to a client must be drafted and sent by a team member, keeping you in full control of client communications.
How does it know which documents are missing?
It reads the required document checklist and current file attachments in CROSStrax. Any checklist item without a completed upload is flagged as missing.
What stops the same case from being flagged every day?
The workflow records each chaser run in Google Sheets and skips cases where a chaser was already posted within the last 48 hours, so the team is not spammed with repeated alerts for the same case.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.