Policy Compliance Reminders Workflow
Automatically checks employee policy statuses, identifies overdue or upcoming compliance requirements, and sends timely reminder emails—with escalation for critical cases—to ensure consistent, on-time policy completion.
The Policy Compliance Reminders workflow automates the process of tracking and reminding employees about pending or overdue compliance policies using Sheets/Excel and Email. It is designed for HR, compliance, or risk management teams who need to ensure employees complete their required policy training or attestations on time. The workflow checks employee records daily, determines which policies are overdue or near their due dates, and sends appropriate email reminders. Critical cases trigger escalation to managers after repeated reminders.
Documentation
Description
The Policy Compliance Reminders workflow automates the process of tracking and reminding employees about pending or overdue compliance policies using Sheets/Excel and Gmail/Outlook. It is designed for HR, compliance, or risk management teams who need to ensure employees complete their required policy training or attestations on time. The workflow checks employee records daily, determines which policies are overdue or near their due dates, and sends appropriate email reminders. Critical cases trigger escalation to managers after repeated reminders.
Step-by-step process:
- Schedule Trigger – Runs automatically every day at 9 AM.
- Get Row(s) in Sheet – Retrieves employee compliance data from Google Sheets/ Microsoft Excel.
- Severity Calculation – Calculates “Days Left,” classifies each policy as Critical or Non-Critical, and updates the compliance status.
- Last Reminder Sent – Records when the last reminder was sent and increments the reminder count.
- IF Node – Routes employees to either Critical Reminder (urgent) or Non-Critical Reminder (friendly) based on the policy status.
- Send Email – Sends personalized compliance reminders through Gmail/Outlook.
- Update Row in Sheet – Logs updated reminder details (date, count, and days left) back into Google Sheets/Excel.
- Check Reminder Count – If an employee has received more than three reminders, the workflow escalates the issue to their manager via email.
Benefits for Customers / Users
- Automated Daily Monitoring – Runs every morning to detect overdue or near-due compliance tasks automatically.
- Personalized Reminders – Sends clear, policy-specific emails to each employee, improving accountability.
- Smart Escalation System – Automatically notifies managers after multiple reminders without completion.
- Real-Time Google Sheet Updates – Keeps compliance data accurate and up to date after each reminder cycle.
- Zero Manual Effort – Eliminates the need for HR or compliance officers to manually track and send follow-ups.