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AI agent for ecologists

Specimen and Sample Permit Chain Agent

Every planned collection and shipment has the permits, paperwork and storage conditions it needs before it moves

ComplianceScience and research
See how it worksGet access
Specimen and Sample Permit Chain Agent: what goes in, what the agent does and what you get

What it does

Collecting samples without the right permits can end a project, and permit rules differ by park, country and species. This agent reads the planned collections and checks each one against the permit conditions, such as allowed species, quantities and dates. It checks export and import rules for the destination and storage limits at the receiving lab. Missing documents are listed with who must supply them and the agent drafts the requests. Before any shipment, it rechecks the whole chain: permit validity, paperwork match and shipping rules. The researcher approves every shipment. Edge case: a permit allows fifty specimens but the field plan lists sixty, so the agent flags the excess before anyone collects.

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.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Collection plan or shipment request 2 USES A TOOL Read the plan and permit conditions 3 DOES Match each planned collection to a permit 4 CHECKS THE RESULT Do species, quantities and dates fit the permitconditions? If not: flag the excess or gap and propose a plan changeor permit amendment. Back to step 3. 5 USES A TOOL Check export, import and storage rules for the route 6 DOES List missing documents with owners 7 USES A TOOL Draft requests for each missing document 8 CHECKS THE RESULT Are all documents received and consistent with theshipment? If not: chase the owner and hold the shipment. Back tostep 6. 9 YOU APPROVE Researcher approves the shipment 10 RESULT Permit chain checklist for the shipment
Read the steps as a list
  1. Collection plan or shipment request
  2. Read the plan and permit conditions
  3. Match each planned collection to a permit
  4. Do species, quantities and dates fit the permit conditions?If not: flag the excess or gap and propose a plan change or permit amendment. Back to step 3.
  5. Check export, import and storage rules for the route
  6. List missing documents with owners
  7. Draft requests for each missing document
  8. Are all documents received and consistent with the shipment?If not: chase the owner and hold the shipment. Back to step 6.
  9. Researcher approves the shipmentThe agent waits here for your OK.
  10. Permit chain checklist for the shipment

How it decides

A step is cleared only if a valid document covers species, quantity, dates and route. Missing documents block the step.

  • Block collection beyond permitted quantity
  • Block shipping with an expired permit
  • Require matching document names and species on every form
  • Flag storage limits that the lab exceeds

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Countries and agencies covered
  • Document checklist per route
  • Lead time before shipment (default 21 days)
  • Storage limits per lab

What keeps you in control

It always asks you first

  • Each shipment
  • Requests sent to agencies

Hard limits

  • Never advises that a rule can be skipped
  • Never ships or files anything

It stops when

  • Done: documents complete and shipment approved
  • Stop: permit is expired or does not cover the species

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.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • 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
Get access to this agent

An example run

What happensA team planned 60 bat tissue samples in Costa Rica but the permit allowed 50, so the quantity check failed. The agent flagged it and drafted an amendment request. Later it found the export form listed the wrong species name. After the researcher approved the corrected form, the agent rechecked the chain and cleared a shipment for June 3.

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