Kick off client onboarding the moment a retainer is signed
When a signed client agreement is received via DocuSign, WebRun creates a new case record in CROSStrax with the client details, drafts a personalised welcome email in Gmail for your review, and posts the client onboarding kickoff checklist to your Slack team channel so every team member knows their first steps.
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How do I automatically kick off client onboarding when a PI retainer is signed?
When a client agreement is fully signed in DocuSign, WebRun creates a new case record in CROSStrax with the client details and signed document attached, drafts a personalised welcome email in Gmail for your review, and posts the onboarding kickoff checklist to Slack tagging the assigned investigator and account manager. The first hour of every new engagement runs itself.
- A new CROSStrax case record is created within minutes of a signed agreement, with no manual data entry
- The assigned investigator and account manager are tagged in Slack with their first-day checklist
- The welcome email draft is personalised and ready for your review before the client receives anything
Built for PI agency owners · PI firm administrators · investigation agency operations teams · client-facing investigator managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.docusign.comin a real browser with your saved login - no setup, no API keys. -
1
DocuSign - detect the completed agreement signature
docusign.com How to Automate DocuSign
WebRun opens DocuSign to detect the completed agreement signature. - Detect a newly completed DocuSign envelope for a client engagement or retainer agreement
- Extract the client name, email address, signed date, agreed case type, and retainer amount from the completed document
- Confirm the envelope status is Completed before triggering downstream steps
Done when The signed agreement details are confirmed and client contact information is extracted.
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2
CROSStrax - create the new case record
www.crosstrax.co How to Automate CROSStrax
WebRun opens CROSStrax to create the new case record. - Open CROSStrax and create a new case record using the client name, contact details, case type, and agreed retainer amount from the signed agreement
- Set the case status to New and assign it to the intake investigator or the lead investigator named in the agreement
- Upload the signed agreement document to the case file for the record
Done when A new CROSStrax case record is created and assigned, with the signed agreement attached.
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3
Gmail - draft the client welcome email
gmail.com How to Automate Gmail
WebRun opens Gmail to draft the client welcome email. - Draft a personalised welcome email addressed to the new client by name
- Include the case number from CROSStrax, the name of their assigned investigator, next-step instructions, and your contact details
- Leave the draft unsent in Gmail Drafts for your review before anything goes to the client
Done when A personalised welcome email draft is in Gmail Drafts ready for your review.
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4
Slack - post the onboarding kickoff checklist
slack.com How to Automate Slack
WebRun opens Slack to post the onboarding kickoff checklist. - Post a new-client kickoff message to the team Slack channel with the client name, case number, case type, and assigned investigator
- Include the onboarding checklist as a bulleted list so every team member sees their responsibilities
- Tag the assigned investigator and the account manager so they receive the notification directly
Done when The team has the kickoff checklist in Slack and the assigned investigator is tagged.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send the welcome email to the new client automatically?
No. The welcome email is saved as a Gmail draft only. WebRun never sends a message to a new client without you reading and approving it first, so you can make any personal adjustments before it goes out.
What if the DocuSign envelope contains multiple signatories?
WebRun waits until the envelope status is Completed, meaning all required signatories have signed, before triggering the case creation and onboarding steps.
Can it handle different onboarding checklists for different case types?
Yes. You can configure separate onboarding checklists for surveillance, background investigation, process serving, and other case types, and WebRun posts the correct one based on the case type in the signed agreement.
Related templates
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