Compliance Reminders Case Study

The Business Problem

Once the forms had gone out, the process had six steps: forms received, a credit check, checks on related companies, an extract from a register, and finally registration with the Swedish Companies Registration Office. Each step was recorded as a date on the company in webCRM, and a slightly shorter set on individual contacts.

Keeping track of which companies had stalled, and at which step, relied on people remembering to look. A process could sit half finished for months with nothing on the record to show it.

The Solution

wildesoft.net built a scheduled service that checks every company and person with an open process. If the next step hasn't been completed 14 days after the previous one, the person responsible for that record gets a reminder email listing exactly which dates are still missing, with a link straight to the record. The reminders keep coming every 14 days until the process is finished.

For companies, a clear "process not completed" warning is also shown on the record itself once 14 days have passed, so anyone opening it can see at a glance. When the final step is recorded, the warning clears automatically.

Edge cases were handled as they came up, such as records where a date had been cleared rather than never filled in, and a test email option let Svedea check the wording before it went live.

The Result

No compliance process can quietly stall any more. The right person is chased at the right time, and the status of every company is visible on its record without running a report.

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