DOCUMENT OPS
Email Contract Renewal and Expiry Tracker
Parses contracts arriving by email, extracts renewal and expiry dates, and creates dated reminders so no auto-renewal or termination window is ever missed.
How it runs
The automated pipeline, trigger to output.
- TriggerNew email with attachment receivedGmail
- ActionExtract renewal and expiry dates from attachmentOpenAI
- LogicCompute safe action date from notice period
- ActionCreate reminder on Google CalendarGoogle Calendar
- OutputConfirm tracked dates to team SlackSlack
What it does
Catches contracts that arrive as email attachments, reads out the renewal date, notice period, and termination window, then schedules calendar reminders ahead of each critical date. It turns buried renewal clauses into proactive alerts.
When to use it
Use when contracts hit a shared inbox and your team keeps getting surprised by silent auto-renewals or missed cancellation windows. This is the safety net that catches the dates humans skim past.
How it works
- 1A new email with an attachment in the monitored Gmail inbox triggers the run.
- 2OpenAI reads the attached contract and extracts the effective date, term, auto-renewal flag, notice period, and termination window.
- 3A logic step computes the latest safe action date by subtracting the notice period from the renewal date.
- 4A Google Calendar event is created on that action date with the contract details and counterparty.
- 5A confirmation summary of the tracked dates is sent back to the team channel.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect Google CalendarEvents, attendees, availability.
- 4Connect SlackChannels, DMs, threads, mentions.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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