Filings are missed on the documents, not on the dates
Company filing dates are known and recorded. What is not recorded is whether the necessary inputs will be available at the relevant time: the signed resolution, the approved accounts, and the confirmation of the registered details.
It becomes a matrix rather than a checklist because of multiple jurisdictions, different year-end dates, varied requirements, and numerous deadlines that no one person can keep in mind.
The most frequently overlooked events are change events. For example, a filing that results from a director's appointment or a change of registered address has a period that begins when the event occurs, and the event is usually recorded somewhere other than where the filing is tracked.
The agent tracks completeness and prepares. What each jurisdiction demands, and whether a filing meets those demands, is for your company secretary or legal adviser to determine. That is why the prompt keeps the agent from addressing those questions.
How the agent is built in Agent Studio
Prompt skills include the filing calendar for each entity, the inputs required for each filing, and the people who provide them. The person who owns the filings maintains these, not the agent.
The system prompt focuses on completeness and timing. It indicates what is due, what is missing, and who is responsible for it. It does not specify what a jurisdiction requires or whether a filing is adequate.
Lead times belong in the same configuration, because a document that needs board approval has a different timeframe from one that requires a signature.
A scheduled flow starts work well in advance. An Airtable node retrieves entity records. A node reads stored documents from an S3 or Dropbox bucket. A PostgreSQL node supplies the change events that trigger event-based filings.
For each forthcoming filing, Agent Chat returns what is currently available, what is missing, who holds each missing item, and how much runway is left.
Slack follows up with the holders and reaches the filing's owner as the runway shortens. Notion maintains the view across all entities, because that is the view that no one currently has.
If the agent cannot classify something, it is passed to the company secretary and is not treated as complete.
What this agent is built from
- Prompt skills: hold the filing calendar per entity with required inputs, holders, and lead times.
- System prompt: covers completeness and timing only. Never states what a jurisdiction requires or whether a filing is adequate.
- Airtable (Integration): supplies entity records. S3 and Dropbox hold the documents.
- PostgreSQL (Data): supplies change events that trigger event-based filings.
- Agent Chat (Util): returns present, missing, holder, and remaining runway per filing.
- Slack (Communication): chases holders early and escalates as runway shortens.
- When an ActionFlow is enough: If you need a deadline calendar with reminders, that is a workflow. For a single entity, that is enough on its own.
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