AI agent for regulatory affairs specialists
Registration Renewal Tracking Agent
Every registration is renewed before expiry with the file complete.
What it does
Product registrations lapse when a renewal date is missed or a fee is paid late, and a lapsed registration can stop sales in a market. This agent lists each registration with its expiry, fee and renewal lead time. It checks each file for what the renewal needs, such as updated certificates or labeling, drafts a task list with owners, and checks status after each submission. It decides the schedule backward from the expiry date and the authority's processing time. The specialist approves each filing. It never submits to an authority. Edge case: a registration expires in 5 months but the authority needs 6 months to renew, so the agent flags it as already late and drafts an urgent plan.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Monthly registration review
- List registrations with expiry, fee and authority
- Compute the latest safe renewal start for each
- Check each file for the documents the renewal needs
- Flag late starts and missing documents
- Draft a task list with owners and dates
- Specialist approves each filing and feeThe agent waits here for your OK.
- Check authority status after submissions
- Is each submitted renewal accepted or progressing?If not: flag the stalled item and draft a follow-up. Back to step 4.
- Registration tracker
How it decides
It subtracts the authority's processing time and the document preparation time from the expiry date and flags any registration whose start date has passed.
- Flag a renewal whose start date has passed
- Add 30 days to the authority's time as a buffer
- Flag expired certificates in the file
- Prioritize by sales value of the market
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Lead time per authority
- Buffer days (default 30)
- Priority by market
- Review frequency
- Task owners
What keeps you in control
It always asks you first
- Specialist approves every filing and fee payment
Hard limits
- Never submit or pay fees itself
- Never assume an authority's processing time without a source
It stops when
- Done: all renewals accepted before expiry
- Stop: a registration lapses and needs a business decision
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
