Chase clients who have not returned completed destruction authorization forms
Every Monday, WebRun opens O'Neil Stratus, identifies clients who have not returned signed destruction authorization forms, drafts a follow-up email for each client in Gmail for staff review, and queues an SMS reminder via Twilio for accounts more than 14 days overdue.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically follow up on outstanding destruction authorization forms?
WebRun checks O'Neil Stratus every Monday for clients who have not returned signed destruction authorization forms, drafts a follow-up email in Gmail for each and queues an SMS via Twilio for accounts more than 14 days overdue. Both outputs wait for staff approval before any message reaches a client.
- Outstanding authorization forms are chased every Monday without manual review of the queue
- Long-overdue clients receive both an email and an SMS nudge to maximize response rates
- No client message goes out without a staff member reviewing and approving it first
Built for records management companies · secure shredding services · records center compliance coordinators · document destruction authorization managers
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
oneilsoftware.comin a real browser with your saved login - no setup, no API keys. -
1
O'Neil Stratus - find clients with outstanding authorization forms
oneilsoftware.com How to Automate O'Neil Stratus
WebRun opens O'Neil Stratus to find clients with outstanding authorization forms. - Open O'Neil Stratus and filter destruction work orders to those awaiting a signed authorization form
- Capture the client name, contact email, mobile number, service date, and the number of days the form has been outstanding
- Separate clients outstanding 1 to 14 days from those outstanding 15 days or more
Done when Every client with an outstanding authorization form is listed with days overdue.
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2
Gmail - draft follow-up email for staff review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft follow-up email for staff review. - Draft a follow-up email for each client citing the specific work order and the form that is still needed
- Include a direct link to the form or instructions for completing it
- Leave every draft unsent in Gmail for a staff member to review and approve before sending
Done when A follow-up email draft is queued in Gmail for every client with an outstanding form.
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3
Twilio - queue SMS reminder for long-overdue clients
twilio.com How to Automate Twilio
WebRun opens Twilio to queue SMS reminder for long-overdue clients. - For clients with a form outstanding 15 or more days, queue a short SMS reminder via Twilio
- Draft the SMS text referencing the pending authorization and your contact number for questions
- Leave the SMS queued for staff approval before sending, so no client is messaged without a review
Done when SMS reminders are queued in Twilio for every long-overdue client, pending staff 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 send emails or SMS messages to clients without my review?
No. Both the Gmail drafts and the Twilio SMS messages are left for staff approval before sending. No client communication goes out without a person reviewing it first.
What is the difference between the email and SMS follow-up?
Clients with forms outstanding 1 to 14 days receive a drafted email follow-up. Clients 15 or more days overdue get both an email draft and a queued SMS reminder to increase the chance of a response.
What if a client has already returned the form since the last run?
Each run reads the live status in O'Neil Stratus, so clients who have already submitted their signed form are skipped automatically and only genuinely outstanding forms trigger a follow-up.
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