Configure workflow automation so validated cases move directly to license issuance or amendment processing without manual handoff.
One of the most significant efficiency gains in Registry operations is eliminating manual handoffs. When a case has all documents validated with no flags, there is no reason for a human to touch it before it moves to the next stage.
This guide shows you how to configure Instabase to automatically route passed cases to the next workflow step.
Compile a leadership-ready summary of validation accuracy, return-rate reduction, and processing time saved across the Registry using Instabase Analytics.
Create and implement new validation rules in Instabase to automatically catch recurring document defects.
Use Instabase Analytics to identify the top reasons documents fail validation and which document types cause the most returns.
Use queue filters to prioritise renewal cases due this week and process passed cases first to meet deadlines.
Work with your IT/Systems Admin to ensure the Instabase-to-Salesforce API integration is active and properly configured.
Define the trigger condition: cases where all documents pass validation with no flags of any severity.
Define the action: automatically update the Salesforce case status to 'Ready for License Issuance' or 'Ready for Amendment Processing'.
Configure the notification: send an alert to the assigned Registry officer that a new case is ready for the next stage, removing the manual status-update step.
Test the automation with 5-10 test cases to confirm the status updates correctly and the notification is sent.
Enable the automation for live cases and monitor for any cases that slip through incorrectly.
**Scenario**: [Registry officer] has configured automated routing for new license applications. 1. Instabase validates a case containing [documents]. 2. All documents pass with no flags. 3. Instabase triggers the workflow rule: update Salesforce case status to 'Ready for License Issuance'. 4. Salesforce sends a notification to [assigned officer]: "Case [case-id] is ready for license issuance." 5. [Assigned officer] opens the case in Salesforce and proceeds to the next stage. **Result**: The case moves from validation to the next stage without manual status updates.
For cases where all documents pass validation with no flags, automatically update the Salesforce case status to 'Ready for License Issuance' and notify the assigned Registry officer, removing the manual status-update step.
Cross-check company details across Annual Return and Customer Confirmation Letter documents for renewal cases.
Cross-check a share transfer or amendment addendum against the original MOA to see exactly what has changed.