Records chasing
Every busy season is partly a chasing operation, and the chasing is done by whoever remembers. This agent keeps the outstanding-items list current against your own records request, drafts each chase in your firm's wording, and updates the list as things arrive. The manager presses send; the agent does the bookkeeping of who owes what.
Step by step
Connect mailbox and file store
The engagement mailbox and the folder where client records land, so the agent can see what has actually arrived.
Load the records request
Your standard information request for that engagement type becomes the checklist the agent tracks against.
It matches arrivals to items
Attachments and uploads are matched to the checklist lines they answer, including the ones the client named unhelpfully.
It keeps the list current
The outstanding list updates as records land, so nobody chases something that arrived on Friday.
It drafts the chase
A short message per client, naming only what is genuinely outstanding, in the firm's usual wording.
The manager approves and sends
Chases are held until the manager approves them. Nothing goes to a client without a person choosing to send it.
Exactly what this agent can see, touch and change
The same five controls sit behind every ollo agent. These are this one's settings — visible before you build it, not buried in an admin screen afterwards.
Context
What reaches the modelManagers and administrators running a compliance portfolio through a busy season, where the same records are outstanding across many clients.
Escalation
When it asks a personThe manager approves each chase before it is sent to the client
Applications & Rights
Which tools it uses, and what it may do in each
SharePointRead only
DropboxRead only
GmailReadWrites newCreates new records or documents. Never edits, moves or deletes anything that was already there.Verification
How you know it’s rightEvery claim links to the document it came from. A statement the agent cannot cite does not make it into the output — which is what makes the result reviewable in minutes rather than re-read end to end.
Who it’s for
Managers and administrators running a compliance portfolio through a busy season, where the same records are outstanding across many clients.
What you’ll need
- Engagement mailbox connected
- The records request supplied per engagement type
- A file store where records land
- A manager to approve each chase
What you get
- A live outstanding-items list
- Draft chases held for approval
- A record of what arrived and when
What it doesn’t do
It tracks what has and has not arrived. It does not judge whether a record is adequate for the file, does not open or process the records into a working paper, and it sends nothing without a manager approving.
We build the first one with you
Not a template you configure alone. We sit with your team, build it on real data, and hand over the controls.
Scope
One session with the people who actually do the work. We agree what the agent reads, what it may write, and who approves.
Co-build
Built on your own data, not a sandbox. You watch it being made, so you know why it behaves the way it does.
Handover
You own the controls. Change the context, tighten the rights, move the approval gate — without coming back to us.
Parts of the work currently spread across the categories below. It does not replace any of those products outright.
Frequently asked
How does it know a document answers a checklist line?
It reads the document rather than trusting the filename, which is what makes it useful, because clients rarely name files the way your checklist does. Where it is unsure it leaves the line open and says which document it considered.
Will clients get chased for things they have sent?
That is the failure the agent exists to prevent, since the list updates from the mailbox and the file store as records land. If something arrived by a route you have not connected, tell us in the build and we connect it.
Can it chase on a schedule?
It can prepare on a schedule; sending stays with the manager. Firms usually settle on a rhythm where the drafts are ready and approving them is a short daily pass rather than a piece of work.
Does it handle portal uploads?
If the portal writes into a connected store, yes. If it does not, the agent will be blind to that route and we would rather fix the connection in the build than have the list quietly wrong.