1. Issue: Burden of reviewing the renewal confirmation email list

A company currently, approximately 30 client companies have outsourcing contracts related to DX promotion support. Contract periods range from one month to about one year, and around 80% of clients renew their contracts. The sales department’s contract management staff send renewal confirmation emails to clients 60 days and 30 days before the contract end date, based on customer information registered in the system.

These sending schedules are automatically set in advance based on the contract end date. Staff members check the delivery list ყოველდღ and send emails to the relevant clients after confirming there are no errors. However, for contracts with short durations, there is a possibility that renewal confirmation emails may be sent shortly after the contract begins, which is not appropriate.

Therefore, staff needed to check not only the number of days remaining until the contract end date but also the contract duration each time to determine whether the email should be sent. Since this verification task occurs daily, it created a significant workload and introduced risks of judgment errors and oversight.

2. Solution: Automatic branching based on contract duration

The process owner incorporated a branching event before the renewal confirmation email sending step, where a decision is made based on the contract duration.

Specifically, if the contract period is less than two months, the workflow branches to a route that skips the 60-day prior email sending step. If the contract period is less than one month, it is configured to skip the 30-day prior email sending step as well.

Automation reduces manual checks and improves contract management efficiency.

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