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Policy Update Distributor

Example prompt: "When I update a policy document in our Policies folder on Google Drive, identify which team it affects based on the document name, then send each person on that team a Slack message with a link to the new version and ask them to confirm they've read it. Log their responses in our policy tracker in Airtable, and every 3 days send a reminder to anyone who hasn't confirmed yet."

The Problem

Regulators expect evidence that employees have received and acknowledged current policies — data protection, acceptable use, information security, and the rest. In practice, most companies update a document and hope an all-hands email does the job. Nobody tracks who actually read it, reminders get forgotten, and when an auditor asks for proof of acknowledgement, the best you can offer is a half-completed spreadsheet from months ago.

How GloriaMundo Solves It

We build a workflow that triggers when a policy document is updated in Google Drive. An LLM step reads the document title and metadata to determine which team or department is affected. Integration steps pull the relevant team roster from Airtable and send each person a Slack message with a link to the updated policy and a request to confirm receipt. Responses are logged back into Airtable with timestamps. A scheduled follow-up checks for outstanding acknowledgements every three days and sends gentle reminders to anyone who has not yet confirmed. Glass Box preview lets you review every message and the distribution list before anything goes out.

Example Workflow Steps

  1. Trigger (webhook): Fires when a document in the Policies folder on Google Drive is modified.
  2. Step 1 (integration): Fetch the updated document metadata from Google Drive.
  3. Step 2 (LLM): Determine the affected team based on the document name and content summary.
  4. Step 3 (integration): Pull the team roster from Airtable, including names and Slack handles.
  5. Step 4 (integration): Send each team member a Slack message with a link to the policy and an interactive "Acknowledge" button (or, as a fallback, a link to a short confirmation form). When they click, their response is captured automatically.
  6. Step 5 (integration): Create a tracking row in Airtable for each person with status "pending", the distribution timestamp, and the acknowledgement method used. When a confirmation arrives, update the row with the acknowledgement timestamp and status.
  7. Step 6 (scheduled): Every 3 days, check Airtable for rows where acknowledgement status is still "pending" and send Slack reminders to those who have not confirmed.

Integrations Used

  • Google Drive — source of policy documents, triggers when a file is updated
  • Airtable — team roster and acknowledgement tracking log
  • Slack — distribution messages and follow-up reminders

Who This Is For

Compliance officers, HR managers, or operations leads at companies with 20 or more employees who need auditable proof that staff have received updated policies — particularly in regulated industries or those handling personal data.

Time & Cost Saved

Manually distributing a policy update and chasing acknowledgements across a 50-person company typically takes 3-4 hours spread over a couple of weeks. This workflow reduces the effort to reviewing the distribution list in the Glass Box preview — roughly 5 minutes — and handles all follow-ups automatically. The real value is audit readiness: when a regulator asks for proof, the Airtable log has every timestamp and confirmation in one place.