Automated Restoration Certificate of Completion Collection
Every morning, WebRun opens Encircle to find jobs in close-out stage, checks DocuSign for any completion certificates already sent but unsigned, drafts a collection or reminder email for each homeowner, and posts your project manager a Slack list of jobs still needing a signed certificate.
How do I automatically collect signed certificates of completion for restoration jobs?
WebRun checks Encircle every morning for jobs in close-out stage and cross-references DocuSign for any unsigned completion certificates. It drafts a collection request for new cases and a follow-up reminder for outstanding ones, then posts your project manager a Slack summary so no claim file closes without a homeowner signature on record.
- No restoration job closes out without a signed completion certificate on file
- Project managers see a daily Slack list separating new requests from outstanding reminders
- Jobs stuck in close-out for more than seven days are automatically flagged
Built for restoration project managers · water and fire restoration close-out coordinators · mold remediation compliance teams · restoration office 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
app.getencircle.comin a real browser with your saved login - no setup, no API keys. -
1
Encircle - find jobs in close-out stage
getencircle.com
WebRun opens Encircle to find jobs in close-out stage. - Open Encircle and filter jobs to those in the close-out or completion stage
- Identify jobs that do not yet have a signed certificate of completion on file
- Capture the homeowner name, email, job address, and close-out date for each
Done when Every close-out job without a signed completion certificate is listed with homeowner contact details.
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2
DocuSign - check certificate signature status
docusign.com
WebRun opens DocuSign to check certificate signature status. - Check DocuSign for any completion certificate envelopes already sent for these jobs
- Identify envelopes that are outstanding and not yet signed
- Note how many days each has been pending
Done when The DocuSign status is confirmed for every close-out job lacking a signed certificate.
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3
Gmail - draft certificate collection email
gmail.com
WebRun opens Gmail to draft certificate collection email. - Draft a certificate-of-completion request email for jobs where no DocuSign envelope has been sent yet
- Draft a polite follow-up reminder for jobs where the envelope is outstanding and unsigned
- Save every draft for project manager review - do not send automatically
Done when A Gmail draft collection or reminder email exists for every close-out job without a signed certificate.
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4
Slack - alert PM of unsigned certificates
slack.com
WebRun opens Slack to alert PM of unsigned certificates. - Post a summary to the project-manager Slack channel listing every close-out job awaiting a signed certificate
- Separate new requests from outstanding reminders so the PM knows which are first contact and which are follow-ups
- Flag any job that has been in close-out for more than seven days without a certificate
Done when PM has a Slack list of all unsigned completion certificates with age flags.
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 the certificate request to the homeowner without PM approval?
No. Every email, whether a new request or a reminder, is saved as a Gmail draft for your project manager to review before sending.
How does it distinguish between a new request and a reminder?
It checks DocuSign for existing envelopes. If one has already been sent but not signed, it drafts a reminder. If no envelope exists, it drafts the initial collection request.
What if the homeowner signed a paper certificate instead of DocuSign?
Update the Encircle job record to reflect the completed certificate. WebRun reads the live status each morning and will remove the job from the collection list.
Related templates
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