Periodic updates about ongoing application status

Purpose

1.1. Automate regular notifications to customers regarding passport application status updates to enhance transparency and reduce support inquiries.
1.2. Automate delivery of timestamped, stepwise application status to applicants, ensuring customers are informed throughout the approval process.
1.3. Automate the collation of status information from government databases, CRM, or manual agent inputs, and distribute automated messages on predefined intervals or status changes.
1.4. Ensure applicants receive automated, periodic communication, including alerts on missing documentation or required actions, minimizing wait times and manual tracking.

Trigger Conditions

2.1. Automate status polling at scheduled intervals (e.g., daily, weekly) from government or agency application portals.
2.2. Status change events such as "Application Submitted," "Verification Complete," "Passport Dispatched," etc., trigger automated communication.
2.3. Customer inquiry or "Check Status" command triggers on-demand automated status response.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Automated SMS Messaging
• Sample Configuration: Setup SMS API for passport status updates; automate periodic sends to applicants’ mobile numbers.
3.2. SendGrid
• Feature/Setting: Transactional Email API
• Sample Configuration: Automate templated status emails; configure workflows to trigger sends based on status change.
3.3. WhatsApp Business API
• Feature/Setting: Automated message templates
• Sample Configuration: Automate WhatsApp notifications via API, scheduling periodic status nudge messages.
3.4. Slack
• Feature/Setting: Webhook Bot Messaging
• Sample Configuration: Post periodic status updates to shared family/workspace channels for client notification.
3.5. Microsoft Teams
• Feature/Setting: Automated Bot Notifications
• Sample Configuration: Automate Teams bot to inform applicants about their status automatically in chat.
3.6. Zendesk
• Feature/Setting: Automated Ticket Updates
• Sample Configuration: Automate customer ticket notifications when government system indicates a new status.
3.7. Freshdesk
• Feature/Setting: Automated Workflow Actions
• Sample Configuration: Configure automations for sending status update emails or SMS via workflow automator.
3.8. Salesforce
• Feature/Setting: Process Builder Automation
• Sample Configuration: Automate CRM process for updating statuses and sending out automated notifications.
3.9. HubSpot
• Feature/Setting: Workflow Automation
• Sample Configuration: Set up workflow to automate customer follow-ups when passport status changes.
3.10. Mailgun
• Feature/Setting: Scheduled Email API
• Sample Configuration: Automate sending of status alerts via scheduled transactional emails.
3.11. Google Chat
• Feature/Setting: Webhook Automation
• Sample Configuration: Automate periodic message posting via webhook to applicant or agent chats.
3.12. Outlook 365
• Feature/Setting: Automated Email Flows
• Sample Configuration: Automate periodic status emails from shared mailboxes.
3.13. Telegram Bot API
• Feature/Setting: Automated Bot Messages
• Sample Configuration: Automate Telegram bot to periodically inform applicants of updated status.
3.14. Facebook Messenger Platform
• Feature/Setting: Automated Message Templates
• Sample Configuration: Automate Messenger notifications for timely status updates.
3.15. CRON Scheduler (Server-Side)
• Feature/Setting: Automated Task Scheduling
• Sample Configuration: Schedule scripts to automate status checks and triggered notifications.
3.16. Zapier
• Feature/Setting: Scheduled & Event-Based Automation
• Sample Configuration: Automate sequence of status checks and multi-platform notifications.
3.17. Airtable
• Feature/Setting: Automated Status Notification Scripts
• Sample Configuration: Link form fields to automate batch status message sends to customers.
3.18. Intercom
• Feature/Setting: Automated Campaigns
• Sample Configuration: Automate journey campaigns to keep applicants informed of every step.
3.19. ServiceNow
• Feature/Setting: Automated Workflow Alerts
• Sample Configuration: Automate service desk notifications based on passport processing stages.
3.20. Pipedrive
• Feature/Setting: Activity Automation
• Sample Configuration: Automate activity triggers to send status updates via integrated channels.

Benefits

4.1. Automates customer communication cycle, reducing manual intervention and repetitive status queries.
4.2. Automates proactive support, enhances trust with transparent, timely updates.
4.3. Automates error reduction via standardized, audited communications.
4.4. Automates compliance with government service-level agreements for information delivery.
4.5. Automates focus of agent time toward more complex customer needs, improving productivity and service quality.