Stale Data Alert Template
The Stale Data Alert template creates a reminder when a client hasn't recorded a policy snapshot within a configurable time window. Stale snapshot data means the banking system view in Policy Stack doesn't reflect current values — this workflow helps you prompt clients to update.
What It Does
Trigger: A client's most recent policy snapshot is older than the configured threshold (default: 90 days).
Action: Creates a reminder: "[Client Name]'s snapshot data is [X] days old — suggest they record a fresh snapshot."
Configuration
| Setting | Default | Options | |---------|---------|---------| | Staleness threshold | 90 days | 30, 60, 90, 120, 180 days | | Cooldown period | 60 days | 30, 60, 90 days | | Include in reminder | Snapshot age | Snapshot age, last login date, policy count |
Setting Up
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Select the Stale Data Alert template from the workflow gallery.
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Set the staleness threshold. 90 days is a reasonable default — most carriers issue quarterly statements, so a 90-day threshold catches clients who missed their quarterly update.
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Adjust the cooldown period. At 60 days, you'll get a re-reminder if the client still hasn't updated two months after your first outreach.
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Toggle to Active and Save.
Why Snapshot Freshness Matters
Policy Stack's value to clients depends on current data. Cash value, loan balances, and death benefit change over time — a snapshot from 6 months ago shows a meaningfully different picture than current values. When you encourage clients to keep snapshots current, you're helping them get more out of the tool.
When following up on a stale data alert, frame it as a positive: "Your quarterly statement should be available — want to record a fresh snapshot so your dashboard reflects current values?" This is more effective than flagging the staleness as a problem.
Combining with Portfolio Analytics
The Stale Data Alert workflow pairs well with the Portfolio Analytics snapshot freshness panel. The analytics panel shows you the aggregate picture (how many clients have stale data); the workflow handles the individual follow-up for each one.