john

Tracked documents

—

Due in 30 days

—

Overdue

—

Waiting to file

—

Entity health

every obligation and policy on its annual clock — a full bar is due now; terracotta needs its manager ◫ Core Data ▸ Obligations + Insurance

sorted by what's due next ◫ Core Data ▸ Compliance Obligations

Obligation	Entity	Category	Due	Status

In tray — read and ready to file

scanned mailers John has already read

Scan or upload a hard copy

for the paper that arrives in the mail

Drop a scan here, or click to browse

PDF, JPG, or PNG. Photograph a letter with your phone and it works too.

Step 01

Capture

Scan the mail on the office scanner, or snap a photo. Multi-page is fine.

Step 02

John reads it

OCR pulls the text; the agent proposes entity, category, and key dates for you to confirm.

Step 03

Filed to Dropbox

Once you confirm, it's stored in the right entity/category folder and added to the tracker.

Document library

◫ Core Data ▸ Compliance Documents

Document	Entity	Category	Filed	Status

Entities

mirrors the three Smartsheet workspaces — click one to open its compliance file

In force

—

Expiring in 30 days

—

Expired

—

Due-diligence gaps

—

Our coverage

every Livingsystems policy — certificates ready when we need them ◫ Core Data ▸ Insurance Policies

Entity	Coverage	Carrier · policy #	Limits	Expires	Status

Subcontractors & vendors

their certificates, our due diligence — additional insured · waiver of subrogation · limits

Company	Coverage	Carrier · policy #	AI	WoS	Expires	Status

How John works

the rules behind the filing and the reminders

Intake

Where documents come in.

Email intakedevelop@livingsystems.com

Scan / uploadOn

Filing modelAlways confirm first locked

Document filesDropbox · /Corporate

Entities◫ Core Data ▸ Entities

Obligations◫ Core Data ▸ Compliance Obligations

Documents index◫ Core Data ▸ Compliance Documents

Who hears about deadlines

Team members and what each receives — daily reminders (the 30/14/3 ladder, due-date, overdue) and the Monday leadership digest. Lives in ◫ Core Data ▸ Team.

Loading team…

Name

Email

Role

Daily reminders Monday digest

Escalation ladder

standard obligations · IP deadlines start earlier at 90/60/30/14/3

When	Who	Channel	Tone
30 days out	Amber	Email + in-app	Coming up — here's the doc and filing link.
14 days out	Amber	Email + in-app	Two weeks. Anything blocking this?
3 days out	Amber	Email + push	Due Friday.
Due date	Amber	Email + push	Due today.
Overdue	Amber	Push + email, daily	Overdue by N days.
Overdue 7+ days	+ Matthew & Colleen	Weekly digest, flagged	Oversight visibility.