Automated Records Management Contract Renewals
Every Monday, WebRun checks O'Neil Stratus for service agreements expiring within 60 days, drafts a renewal email for each client in Gmail for staff review, and prepares a DocuSign envelope with the updated contract for the account manager to send.
How do I automatically remind clients about expiring records management contracts?
WebRun scans O'Neil Stratus every Monday for service agreements expiring within 60 days, drafts a renewal email for each client in Gmail, and stages a DocuSign contract envelope for the account manager to review and send. Both outputs wait for staff approval so no contract or email reaches a client unsupervised.
- Expiring agreements are flagged 60 days before lapse, giving time to negotiate
- Account managers start each Monday with renewal drafts ready to personalize
- No contract or client email goes out without a staff review
Built for records management companies · secure shredding services · document storage account managers · records center client success teams
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
oneilsoftware.comin a real browser with your saved login - no setup, no API keys. -
1
O'Neil Stratus - find agreements expiring within 60 days
oneilsoftware.com
WebRun opens O'Neil Stratus to find agreements expiring within 60 days. - Open O'Neil Stratus and filter client accounts to those with service agreements expiring in the next 60 days
- Capture the client name, account number, agreement type, expiry date, and current service volume
- Flag any high-value accounts or multi-year agreements for priority handling
Done when Every expiring agreement is listed with the client details and expiry date.
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2
Gmail - draft renewal email for each client
gmail.com
WebRun opens Gmail to draft renewal email for each client. - Draft a renewal email for each client citing the agreement expiry date and the services covered
- Mention any updated pricing or service terms if applicable
- Leave each draft unsent in Gmail for the account manager to review and personalize before sending
Done when A renewal email draft is queued for every client with an expiring agreement.
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3
DocuSign - prepare renewal contract envelope
docusign.com
WebRun opens DocuSign to prepare renewal contract envelope. - Create a DocuSign envelope using the standard renewal contract template for each client
- Pre-fill the client name, service terms, and renewal period from the O'Neil Stratus account details
- Leave the envelope in draft status for the account manager to review before sending for signature
Done when A DocuSign envelope is staged in draft for every expiring agreement.
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 renewal emails or DocuSign contracts to clients automatically?
No. Both the Gmail draft and the DocuSign envelope are left in draft status for the account manager to review and send. Nothing reaches a client without staff approval.
How far in advance does it flag expiring agreements?
It flags agreements expiring within the next 60 days, giving your team enough lead time to negotiate terms, update pricing, and get the contract signed before the current one lapses.
What if a client has already started a renewal conversation?
The account manager reviewing the draft will see the context and can discard or update it. You can also mark the agreement as renewed in O'Neil Stratus so it is excluded from future runs.
Related templates
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