Onboarding Ops

Document Collection Reminder Sequence

An automated chase for missing onboarding documents that escalates politely, stops the moment a file arrives, and hands stalled cases to a human so the team stops manually nagging clients for paperwork.

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3 to 6 days
build time
4
outcomes
5
stack tools
6
build steps

Built with real HMX tool paths

MMake
GGoogle Drive/Dropbox webhooks
RResend
TTwilio SMS
AAirtable checklist
MMake
GGoogle Drive/Dropbox webhooks
RResend
TTwilio SMS
AAirtable checklist

Outcome signals

These are the real outcome statements attached to this HMX case study.

Hands-off
missing-doc chasing runs without manual nagging
Stops on upload
reminders end the instant a file arrives
Escalates
stalled cases hand to a human after the cap
Visible
owner sees exactly who's still outstanding

Case architecture

Document Collection Reminder Architecture

6 nodes
Initialize the
On a schedule
Make
Google Drive/Dropbox
Exception Path
Completed Workflow
  1. 01Initialize the

    An automated chase for missing onboarding documents that escalates politely, stops the moment a file arrives, and hands stalled cases to a human so...

  2. 02On a schedule

    On a schedule, send reminders only for still-missing items with the upload link

  3. 03Make

    Make carries Document Collection Reminder through validated triggers, branches, writebacks, and exception paths.

  4. 04Google Drive/Dropbox

    Detect uploads via the storage webhook and mark items complete

  5. 05Exception Path

    When automation confidence is low, route the record to a manual owner with the source, stage, and last action attached.

  6. 06Completed Workflow

    Hands-off missing-doc chasing runs without manual nagging; Stops on upload reminders end the instant a file arrives; Escalates stalled cases hand t...

Problem

The operating gap

Onboarding stalls waiting on documents the client hasn't sent. Someone has to remember who's outstanding, chase each one by hand, and keep checking whether files came in. Reminders get forgotten or, worse, keep going out after the document already arrived.

Build

What gets built

When onboarding starts, the workflow tracks the required document checklist and, on a schedule, sends escalating reminders only for items still missing, with the upload link included. A file upload (detected via the storage tool's webhook or a status flag) immediately marks that item complete and stops its reminders. After a set number of attempts the case escalates to a human task instead of nagging endlessly, and the owner gets a digest of who's still outstanding.

Build steps

Document Collection Reminder Sequence uses an event-driven automation layer for AI Automation. An automated chase for missing onboarding documents that escalates politely, stops the moment a file arrives, and hands stalled cases to a human so... The architecture connects initialize the, make, google drive/dropbox, and completed workflow with an explicit control path.

  1. 01Initialize the required-document checklist when onboarding begins
  2. 02On a schedule, send reminders only for still-missing items with the upload link
  3. 03Detect uploads via the storage webhook and mark items complete
  4. 04Stop reminders for any item the moment its file arrives
  5. 05Escalate to a human task after the reminder cap
  6. 06Send the owner a digest of outstanding documents

Stack

Tools and layers

  • Make
  • Google Drive/Dropbox webhooks
  • Resend
  • Twilio SMS
  • Airtable checklist
  • Event layer: Initialize the required-document checklist when onboarding begins
  • Validation layer: On a schedule, send reminders only for still-missing items with the upload link
  • Branching layer: Make carries Document Collection Reminder through validated triggers, branches, writebacks, and exception paths.
  • Writeback layer: Google Drive/Dropbox webhooks handles routine steps while when onboarding starts, the workflow tracks the required document checklist and, on a schedule, sends escalating reminders only for items still mis...
  • Exception layer: Hands-off missing-doc chasing runs without manual nagging; Stops on upload reminders end the instant a file arrives; Escalates stalled cases hand t...

Data flow

  1. 01Initialize the required-document checklist when onboarding begins
  2. 02On a schedule, send reminders only for still-missing items with the upload link
  3. 03Detect uploads via the storage webhook and mark items complete
  4. 04Stop reminders for any item the moment its file arrives
  5. 05Escalate to a human task after the reminder cap
  6. 06Send the owner a digest of outstanding documents

Controls

  • Onboarding stalls waiting on documents the client hasn't sent.
  • When onboarding starts, the workflow tracks the required document checklist and, on a schedule, sends escalating reminders only for items still mis...
  • When automation confidence is low, route the record to a manual owner with the source, stage, and last action attached.

Research basis