Authority Query & Information Request Tracking

Q: Do team members still need to review responses before they go out?

Yes, the automation prepares drafts but final review and sign off still involve the responsible person before anything is sent.

Q: Can this work alongside the document storage and messaging tools we already use?

It connects with common email, document storage, tracking, and messaging tools already in use rather than replacing them.

Q: What happens if a query cannot be matched to a project automatically?

Unmatched or unclear queries are flagged for manual review instead of being routed incorrectly.

Q: Is this suited to a developer with only a few active projects?

It works for developers of varying sizes, scaling to however many active projects and authority contacts are involved.

Logging authority queries and coordinating responses before the clock runs out.

133 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Authority query tracking involves monitoring emails from councils, building control offices, and utility providers, then routing each request to the right team member for a response. Handling this manually creates delays, since queries often sit unnoticed in a shared inbox while deadlines approach.

An automated version scans incoming messages, logs and assigns each query, and gathers the relevant project documents to support a drafted reply. This shortens response times and reduces the risk of missed regulatory deadlines.

Key features:

Captures incoming authority emails automatically and identifies the query type and deadline

Assigns each query to the correct team member based on project and subject matter

Retrieves supporting project documents automatically to speed up drafting

Drafts a response package tailored to the specific query and referenced documents

Routes drafts through review and sign off before submission

Updates tracking records and archives correspondence once a response is sent

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	Queries missed in shared inbox New authority emails sit unnoticed until someone checks the inbox manually.	80%
2	Document retrieval delays Finding the right drawings or reports across project folders takes time and searching.	67%
3	Drafting from scratch each time Responses are written without a starting template, slowing turnaround.	53%
4	Unclear ownership of queries Deciding who should respond adds an extra manual step before work can start.	40%
5	Inconsistent status updates The tracking sheet is not always updated promptly once a query is closed.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.0/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.2/ 10

Hidden Overhead™

6.5/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. New Authority Email Arrivestrigger

A watched inbox picks up a new email from a recognised council, building control, or utility authority address.

2. Extract Query And Deadline Details

The automation reads the email, identifies the query type, the related project, and the response deadline.

3. Log Query

The query is logged as a tracked record with its deadline, project, and status set to open.

4. Draft Response And Gather Documents

The automation pulls matching drawings, reports, or prior correspondence and drafts a proposed response.

5. Human Reviews And Approves Draft

For queries that require formal sign off, a Planning Manager reviews and approves the draft before it can be sent.

6. Send Response

Once approved, or automatically for routine acknowledgements, the response is emailed to the authority contact.

7. Update Status

The tracker record is updated to closed with the actual response date logged against the deadline.

8. Notify Team

The assigned team member and project manager get a confirmation that the query has been closed out.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

12% 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

View

Frequently asked questions

Everything you need to know before mapping this process.

What types of authority queries can this automation handle?

It can handle incoming requests from councils, building control offices, and utility providers as they arrive by email.

Do team members still need to review responses before they go out?

Can this work alongside the document storage and messaging tools we already use?

What happens if a query cannot be matched to a project automatically?

Is this suited to a developer with only a few active projects?

View more FAQs

Process pain:9.0/10

Mapped by:7 Companies

Map this to your business to get your exact numbers.

Map This Automation

No credit card required. It's free.

Page updated 10 August 2026