Subcontractor compliance tracking requires manual review of expiry dates, email coordination, document verification, and spreadsheet updates. Manual processes create delays, missed renewals, and audit retrieval headaches.
Automation monitors expiry dates, sends renewal reminders automatically, validates incoming documents, and updates records in real time. the team focuses only on exceptions and final approvals.
The full workflow, from trigger to completion.
The automation checks the subcontractor roster daily. When a credential is within 30 days of expiry, the workflow is triggered.
The automation retrieves the subcontractor's contact information, document type, and expiry date from the central roster.
The automation drafts a personalized renewal reminder email with the subcontractor's name, expiring document type, and deadline. The email is sent.
The automation watches for replies to the renewal request email. When a subcontractor attaches an updated document, it is automatically downloaded and stored.
The automation opens the received PDF or image, verifies the document is valid and not expired, and extracts the new expiry date and document type.
The automation updates the roster with the new expiry date and document receipt timestamp. A notification is sent to project managers confirming the subcontractor is cleared to work.
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