Regulatory & Certification Submissions

Q: Can the automation handle different certification standards and regulatory bodies?

Yes. The automation is configured with rules for each certification type and regulatory body, including required documents, formats, and submission methods.

Q: Will the automation work with our existing spreadsheets and email system?

Absolutely. The automation integrates directly with your current spreadsheets, email, and document storage.

Q: What happens during the review and approval step?

The senior engineer or compliance manager receives a notification with the complete submission package and can approve or request changes within the automation. Once approved, submission happens automatically.

Q: How does the automation prevent submission rejections?

It verifies document completeness and format compliance before packaging, flags any gaps, and escalates missing items. This catches problems early, reducing rework and resubmissions.

Keep certification deadlines met and submissions error-free by automating the document gathering, tracking, and filing pipeline.

60 hrs

Manual time identified

Companies have mapped

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About This Automation

Regulatory and certification submissions require gathering evidence from multiple project teams, verifying compliance with standards, and meeting strict deadlines. Manual coordination across email, spreadsheets, and shared drives creates delays, missed documents, and submission rejections.

Automation monitors deadlines, requests documents automatically, centralizes evidence files, and flags gaps before submission. The result is faster turnaround, zero missed deadlines, and higher first-pass approval rates.

Key features:

Monitor certification deadlines across all active projects and trigger submission workflows 60 days before due dates

Send templated document requests to project teams and track responses automatically

Centralize all evidence files and verify format compliance before packaging

Flag missing documents and escalate after two follow-up attempts

Compile submission packages and route for review and approval

Log submissions and update compliance records automatically

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Scattered document collection Evidence files arrive via email, shared drives, and project folders, requiring manual consolidation and format checking.	80%
2	Slow team responses Project teams delay sending required documents, forcing multiple follow-up emails and extending submission timelines.	67%
3	Deadline visibility gaps Upcoming certification deadlines are scattered across email, calendar, and spreadsheets, leading to missed or late submissions.	53%
4	Incomplete submissions Missing or non-compliant documents are discovered during final review, requiring rework and resubmission.	40%
5	Manual record updates Submission dates, confirmation numbers, and status are entered manually into spreadsheets, creating audit trail gaps.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.1/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.2/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Deadline Monitoring Triggeredtrigger

The automation platform checks the certification calendar daily for deadlines within 60 days or new requirements assigned to active projects.

2. Fetch Evidence Checklist

The system retrieves the required evidence list for the certification and cross-references it with the project record.

3. Auto-Request Documents via Email

Sends a templated request to the assigned project manager and team lead, listing missing documents and the deadline.

4. Monitor Email for Responses

The automation tracks email replies and attachments, extracting and storing documents in a centralised folder.

5. Compile and Convert Documents

Merges collected documents into a single PDF package in the required format and naming convention.

6. Notify for Final Review

Alerts the Senior Engineer with a link to the submission package and a checklist for final approval.

7. Submit and Log Confirmation

Once approved, the automation submits the package via the regulatory portal API or email, logs the confirmation number, and updates with submission status and date.

Most popular tool stack used

— the complete tool combinations companies use

48% of companies

32% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

1.9k hrsIdentified

24Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a project team doesn't respond to a document request?

The automation sends a second templated reminder after one week, then escalates to the project manager and compliance officer if still no response. This ensures nothing falls through the cracks.

Can the automation handle different certification standards and regulatory bodies?

Will the automation work with our existing spreadsheets and email system?

What happens during the review and approval step?

How does the automation prevent submission rejections?

View more FAQs

Process pain:8.1/10

Mapped by:12 Companies

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Page updated 10 August 2026