HR & RECRUITING
Credential Renewal Evidence Verification Agent
When an employee replies with a renewed credential document, an agent reads the attachment, extracts the new expiry date and credential number.
How it runs
The automated pipeline, trigger to output.
- TriggerInbound renewal email to compliance mailboxGmail
- ActionExtract credential number, holder, expiry from attachmentOpenAI
- LogicVerify holder/type match and future expiry
- ActionUpdate verified record in AirtableAirtable
- OutputReply requesting resubmission on mismatchGmail
What it does
Handles the messy last mile of renewals: people email back PDFs of their new cards. An agent opens each submitted document, pulls out the credential number, holder name, and new expiry date, checks them against the expected employee and credential record, and updates the tracker only when the evidence is consistent — otherwise it asks the employee to resubmit.
When to use it
Use it when manual verification of renewal proof is the bottleneck, and you want consistent, auditable extraction instead of an HR admin eyeballing every certificate.
How it works
- 1An inbound email with a renewal attachment to the HR compliance mailbox triggers the run.
- 2The agent reads the attached certificate and extracts credential number, holder name, and new expiry date.
- 3A logic step verifies the extracted holder and credential type match the pending record and that the new expiry is in the future.
- 4On a clean match, the agent updates the credential record in Airtable with the new expiry and a verified flag.
- 5On a mismatch or unreadable document, it replies via Gmail asking the employee to resubmit, and leaves the record pending.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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