Chase missing client documents with GPT‑4.1-mini, Google Sheets and Gmail

Quick overview

This workflow runs every weekday (or on demand) to check a client document list, identify missing items, and send automated email requests and reminders via SMTP, while also generating an internal status summary for your office.

How it works

1. Runs on a weekday schedule at 9:00 or starts manually for testing.
2. Loads the client list containing requested documents, received documents, reminder count, and last reminder date.
3. Calculates which documents are still missing per client and decides whether to email, wait until the next reminder date, mark as complete, or flag the client for a phone call after the maximum reminders.
4. Sends a plain-text email request or reminder via SMTP to each client that is due to be emailed, listing only the missing documents.
5. Produces a single status summary item showing how many emails were sent, which clients need a call, how many are waiting, and which are complete.

Setup

1. Replace the sample client-list step with your Google Sheets, Microsoft Excel, Airtable, or CRM integration that outputs the same fields (client, email, requested, received, reminders, lastReminder, plus an optional id).
2. Add and select an SMTP email credential (or swap in Gmail/Microsoft Outlook) and set a real sender address in the email step, then enable the email node.
3. Update the message wording and rules (firm name, period, reminder spacing, and maximum reminders) in the constants used for planning and the office summary.
4. Add a write-back step after sending to update each client record with the new reminder count and last reminder date in your data source.
5. Run a manual test using your own email address before activating the schedule.