Turn sponsor emails into clean plan data without manual keying
When a plan sponsor sends an email with census data, contribution rate changes, or plan amendment details, WebRun opens Gmail, reads and extracts the key figures, finds the matching plan in ftwilliam.com, and stages the extracted data as a draft update. The data is also logged to a Google Sheets intake tracker so a staff member can review, verify, and post with one click.
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How can I automatically extract plan data from sponsor emails into ftwilliam.com?
When a plan sponsor emails census data, contribution rate changes, or plan amendment details, WebRun reads and extracts the key figures from Gmail, stages them as a pending update in the matching ftwilliam.com plan record, and logs the intake to a Google Sheets tracker. A staff member reviews and confirms before any data is finalized, eliminating manual keying while keeping full human oversight.
- Sponsor email data staged in ftwilliam.com within minutes, with no manual keying
- Every extraction logged and flagged in Google Sheets so nothing is lost or missed
- Ambiguous or unmatched emails flagged before any data is entered
Built for retirement plan TPAs · 401(k) data entry teams · ERISA plan administrators · census data processors
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
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - read and extract data from sponsor email
gmail.com How to Automate Gmail
WebRun opens Gmail to read and extract data from sponsor email. - Open Gmail and identify inbound emails tagged for plan data intake (census data, contribution rates, plan changes)
- Read the email body and any attached files to extract: plan name, sponsor EIN, data type, values, and effective date
- Flag any email where the plan name or EIN is ambiguous for staff clarification before proceeding
Done when Key data fields are extracted from the sponsor email and the plan is identified.
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2
ftwilliam.com - stage extracted data as draft update
ftwilliam.com How to Automate ftwilliam.com
WebRun opens ftwilliam.com to stage extracted data as draft update. - Open ftwilliam.com and navigate to the matching plan record using the sponsor EIN
- Locate the relevant data entry screen: census import, contribution rate table, or plan specification checklist
- Enter the extracted figures into the appropriate fields but leave the record in draft or pending status - do not save as final until a staff member confirms
Done when Extracted data is staged in ftwilliam.com as a pending update, not yet finalized.
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3
Google Sheets - log extraction to intake tracker
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log extraction to intake tracker. - Open the plan data intake tracker spreadsheet
- Add a row: sponsor name, plan EIN, email received date, data type, extracted values, ftwilliam.com record link, and status set to 'Pending staff review'
- Flag any extraction with low confidence (ambiguous values) in the Notes column
Done when Every intake is logged in Google Sheets with extraction status and staff review flag.
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 save plan data changes in ftwilliam.com without staff review?
No. All extracted data is staged as a pending or draft entry in ftwilliam.com. A staff member must review the extraction, verify the figures, and confirm the update before it is saved as final.
What types of sponsor emails does it handle?
It handles emails with census data, contribution rate changes, plan amendment requests, and year-end plan specification updates. Ambiguous emails are flagged in the intake tracker for staff to handle manually.
What if the sponsor's email does not match any plan in ftwilliam.com?
WebRun logs the email to the intake tracker with a status of 'No plan match' and flags it for staff review. No data is entered into ftwilliam.com until the plan is confirmed.
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