Automated reminders for pending or expiring documents

Purpose

1.1. Ensure individuals are proactively notified regarding pending or soon-to-expire documents used at Aadhaar centers (application forms, identity proofs, address proofs).
1.2. Automate reminders for citizens to avoid missed deadlines or lapses in identification status.
1.3. Maintain compliance by prompting timely renewals or submissions, streamlining identity registration workflows.
1.4. Reduce manual tracking and calling; centralize notification dispatch for scalability across regions.

Trigger Conditions

2.1. Scheduled check of document expiry/pending status in user records (e.g., 30/15/7 days before expiry).
2.2. Real-time updates in user management system indicating incomplete document submission.
2.3. Manual trigger by Aadhaar center personnel upon reviewing physical files or digital records.
2.4. API callback/notification from government backend upon state change of a registered document.

Platform Variants

3.1. Twilio SMS
• Feature: Programmable SMS API; configure with recipient phone, expiry date variable, message template.
• Sample: Setup webhook on document status change; POST reminder via API with dynamic merge fields.
3.2. SendGrid
• Feature: Email API; customizable templates with recipient email injection.
• Sample: Automated triggers inject user details and expiry date into templated reminder email via API.
3.3. WhatsApp Business API
• Feature: Automated outbound WhatsApp messaging with template approval.
• Sample: Schedule API call with user number, template code, and expiry parameters for high engagement.
3.4. Slack
• Feature: Incoming webhook or bot DM to official channels or user-specific reminders internally.
• Sample: Cron job triggers webhook to staff channel tagging users responsible for expiring cases.
3.5. Microsoft Teams
• Feature: Connector/Flow for adaptive card posting.
• Sample: Automated card in specified team channel with document expiry details and action buttons.
3.6. Gmail API
• Feature: Automated emails via batch send; use OAuth for mailbox access.
• Sample: Script runs periodic checks and emails reminders to user contact addresses.
3.7. Outlook/Graph API
• Feature: Automated email with calendar invite for document renewal appointments.
• Sample: Auto-schedule reminder and send via user's organizational Office 365 account.
3.8. Google Calendar API
• Feature: Create event reminders linked to user’s registered address.
• Sample: Auto-create expiration event/alert tied to user's mobile/email from central CRM.
3.9. Amazon SNS
• Feature: Topic-based batch SMS or push notifications.
• Sample: Cron job publishes reminders to SNS topic for all nearing-expiry users.
3.10. Firebase Cloud Messaging
• Feature: Push notification to mobile app users with expiry prompt.
• Sample: Backend triggers notification to user device tokens based on document status.
3.11. Mailgun
• Feature: Automated transactional email dispatch with template variables.
• Sample: API integration to send expiry alerts with personalization per user.
3.12. HubSpot
• Feature: Workflow automation for contact segmentation and emails.
• Sample: Contacts with pending/expiring tags enter autoresponder flow for reminders.
3.13. Zoho CRM
• Feature: Notification rules with SMS/Email connectors via API.
• Sample: Automation rule triggers upon status field update to schedule outgoing messages.
3.14. Intercom
• Feature: In-app or email message campaigns triggered by user property changes.
• Sample: Tag user as "pending-doc" to auto-send reminder sequence.
3.15. Salesforce
• Feature: Flow Builder for process automation linked to document records.
• Sample: Scheduled action dispatches notification when expiration date field approaches.
3.16. OneSignal
• Feature: Push notifications to web/mobile segments.
• Sample: Scheduled push for “expiring soon” segment based on CRM feeds.
3.17. Webex
• Feature: Bot message or meeting scheduling for document renewal assistance.
• Sample: Trigger bot to direct message staff/user on upcoming expiry.
3.18. Telegram Bot API
• Feature: Personalized chat reminders via bot script.
• Sample: Periodic check triggers bot to send expiry alert with quick-action instructions.
3.19. Freshdesk
• Feature: Automated ticket creation and email alert for agents/user.
• Sample: Time-based or status-triggered ticket with escalation workflow messaging.
3.20. Zapier
• Feature: Multi-platform workflow linking CRM/database to chosen comms channels.
• Sample: Event in CRM triggers sequence sending reminders through SMS, email, WhatsApp, etc.

Benefits

4.1. Increases compliance and reduces missed expiries, supporting seamless Aadhaar processes.
4.2. Reduces manual workload for staff and increases scalability.
4.3. Ensures timely document submission/renewal while providing multi-channel reach.
4.4. Enhances citizen experience with proactive government service notifications.
4.5. Centralizes and standardizes reminders across various communication platforms, minimizing human error.