Daily digest of outstanding client documents, aged and tiered into nudge / follow-up / escalate, with a draft request per client. Drafts go to staff for review - nothing is sent to a client automatically.

Provided free and as is, without warranty of any kind — including merchantability, fitness for a particular purpose, and the accuracy or completeness of any result. See the licence. You are responsible for checking what this produces before relying on it.

Document Request Chaser

The documents you are still waiting on, aged, with the chase already drafted.

What it does

Reads your DocumentRequests Google Sheet, keeps only the rows still marked outstanding, groups them by client, and ages each one. Clients are ordered worst-first by their oldest outstanding item, and each gets an escalation tier:

oldest item	tier
3+ days	nudge — friendly reminder
10+ days	follow up — second request
21+ days	escalate — partner call

For any client past the nudge threshold it also drafts the request, naming the specific missing items.

What it does NOT do

It never contacts a client. The digest and every draft go to your staff. A person reads, edits and sends.

This is deliberate, and it is the one design decision worth defending. An automated chase that goes out after the client already emailed the file — or that names the wrong document — costs more goodwill than the workflow saves in time. It also keeps the firm on the right side of its own client-communication standards: nothing leaves under the firm's name without a human behind it.

If you want it to send directly anyway, see Customization. Read that section before you do.

Setup

1. Google Sheet

Tab DocumentRequests with this header:

client_id	client_name	contact	item	requested_date	received_date	status	last_reminder	reminder_count	notes

One row per requested item, not per client — that is what makes the draft name the right documents
status values: outstanding | received | waived
Set status to received and fill received_date when a file arrives; the row drops out of the chase
Dates in YYYY-MM-DD

2. Credential + contact

Replace the placeholders: - <<GOOGLE_WORKSPACE_CREDENTIAL>> — Google Workspace credential with Sheets read scope - <<DOCUMENT_REQUESTS_SHEET_ID>> — the sheet ID from its URL - <<PREPARER_PUBLISHER>> — who owns the chase and receives the drafts

3. Schedule

Daily during season, weekly outside it.

Customization

Tiers. NUDGE, FOLLOW and ESCALATE at the top of the compose task, in days.
Draft wording. The DRAFT: lines in compose. Firms with a house style should replace this outright — it is intentionally plain.
Per-client language. Add a language column and have the assistant translate the draft before it reaches staff. A Spanish- or Portuguese-speaking client base makes this the highest-value change on this list.
Sending directly (not recommended). Add a message task per client using column C as the recipient. If you do: gate it on reminder_count, never send more than once per item per week, and exclude any client whose row changed in the last 24 hours — that is the "they already sent it" case.

Source

workflow.iml