Automated Restoration Documentation Chasers
Every morning, WebRun opens Encircle and checks each active job for missing photos, moisture readings, or required documents. For each gap, it drafts a reminder email to the assigned field tech and posts your project coordinator a Slack list of all jobs with outstanding documentation.
How do I automatically chase missing job photos and documents in a restoration company?
WebRun scans Encircle every morning for active jobs with missing photos, moisture logs, or required documents. It drafts a specific reminder email to the assigned field tech for each gap and posts your coordinator a Slack summary with urgency flags for jobs with imminent adjuster reviews, so documentation never falls through the cracks.
- Documentation gaps surface before adjuster visits, not after
- Field techs get specific, job-level reminders rather than generic follow-ups
- Coordinators see a daily Slack list of every incomplete job without manually auditing Encircle
Built for water damage restoration coordinators · fire restoration project managers · mold remediation supervisors · restoration field operations teams
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
app.getencircle.comin a real browser with your saved login - no setup, no API keys. -
1
Encircle - identify documentation gaps
getencircle.com
WebRun opens Encircle to identify documentation gaps. - Open Encircle and review each active job for completeness
- Identify jobs missing required photos, moisture logs, or signed documents
- Note the job address, assigned tech, and which specific items are missing
Done when Every active job with a documentation gap is listed with the missing items identified.
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2
Gmail - draft reminder to field tech
gmail.com
WebRun opens Gmail to draft reminder to field tech. - Draft a polite, specific reminder email to the assigned tech for each incomplete job
- List exactly which photos or documents are still needed and mention the next adjuster review date if available
- Save each email as a draft for coordinator review - do not send automatically
Done when A Gmail draft reminder exists for every job with outstanding documentation.
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3
Slack - alert coordinator of gaps
slack.com
WebRun opens Slack to alert coordinator of gaps. - Post a summary to the project-coordinator Slack channel listing every job with outstanding documentation
- Include the job address, tech name, and missing items for each
- Flag any job whose adjuster review is within 48 hours as urgent
Done when Coordinator has a Slack list of all documentation gaps with urgency 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 reminders to field techs without my approval?
No. Every reminder is saved as a Gmail draft for your coordinator to review. Nothing is sent until a human approves it.
Which documents does it check for?
It checks for whatever Encircle marks as required on each job type - typically pre and post photos, daily moisture readings, and signed work authorizations. You set the requirements in Encircle.
What if the same job is incomplete for multiple days in a row?
WebRun flags the job each run until the documentation is complete, so persistent gaps stay visible and escalate naturally in your Slack channel.
Related templates
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