About This Automation
Third party data and authority requests involve drafting a signed letter of authority, submitting it to an outside provider, and chasing a reply before the information can be filed. The manual version stretches across many small handoffs and stalls whenever a provider misses its turnaround window.
The automated version drafts the letter, manages the signature, submits the request to the right provider channel, and tracks responses against expected turnaround. Data that arrives is checked, filed, and the planner is notified without anyone needing to watch an inbox.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Planner adds the client and provider details to the shared tracker, which starts the workflow automatically.
Generates the LOA document from a template populated with the client and provider details.
The letter is sent to the client for signature automatically.
If the client has not signed within three days, an automatic reminder is sent without staff involvement.
Once countersigned, the request and LOA are emailed automatically to the provider's servicing address.
Tracks responses against SLA and sends chase emails automatically at 7 and 14 days overdue.
Checks incoming data against the original request and files it into the client's folder.
Planner receives an automatic email confirming the data has been verified and filed.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Microsoft Excel
DocuSign
Dropbox
Google DocsWhat 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
Every scenario checked and signed off before the automation goes live.
Recommended for you
Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
Map This AutomationNo credit card required. It's free.
Page updated