DOCUMENT OPS
Scan the obligations register daily and email renewal and notice-period reminders
Runs every morning against the Airtable obligations register, finds contracts whose renewal or termination-notice window is approaching.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily morning schedule
- ActionQuery Airtable for upcoming renewal and notice datesAirtable
- LogicBucket by urgency and group by owner
- OutputEmail each owner their upcoming dates via GmailGmail
- ActionStamp reminder_sent date on Airtable rowsAirtable
What it does
Closes the loop on the register by surfacing time-sensitive dates before they lapse. It checks renewal dates and notice-period deadlines, then nudges the right person while there is still time to act or cancel.
When to use it
Use it once you have a populated obligations register and want to stop auto-renewals from sneaking through or notice windows from closing unnoticed. Best for finance and vendor managers tracking dozens of agreements.
How it works
- 1A daily schedule triggers the run each morning.
- 2The flow queries Airtable for obligations with a renewal or notice date inside the configured lead-time window (for example, the next 45 days).
- 3A logic step buckets each hit by urgency — notice-period closing soon versus routine renewal — and groups them by owner.
- 4For each owner with hits, a Gmail message is sent listing their upcoming dates, the contract, and the action required.
- 5The matching Airtable rows are stamped with a `reminder_sent` date so they are not re-sent the next day.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect GmailRead, draft, send, label.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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