Monthly IT evidence checklist Doc and owner reminder

Each monthly run creates one dated evidence-checklist Doc and sends the internal owner one link-and-deadline reminder; evidence collection remains manual.

Starter: On a schedule (e.g. the first working day of each month)

1. Create the monthly checklist DocDocsUse Docs 'Create a doc' to create a dated evidence-checklist document from your maintained checklist text, with sections for ownership, renewal, access-review, and open-action evidence.
2. Email the review ownerGmailUse Gmail 'Send an email' to send the internal owner the new Doc link, review due date, and instruction to record evidence or gaps in the document.

• Review month — The month included in the Doc title. (e.g. September 2026)
• Checklist text — The maintained sections inserted into the new Doc. (e.g. Owners reviewed; renewals checked; access review evidence linked)
• Review owner — Internal recipient for the reminder. (e.g. it-owner@example.com)
• Due date — The manual completion target included in the email. (e.g. 2026-09-05)

Paste this draft into Google Workspace Studio's Describe it with AI box, then review and adjust the flow it builds. This is Google's Gemini feature — CertPilot does not run any AI.

• An eligible Google Workspace edition with Workspace Studio and Gemini enabled by your admin.
• Access to Docs and Gmail (subject to your admin's Studio step controls).
• Approved checklist text, a controlled destination for the new Docs, and a named internal review owner.

Security notes

• Keep the generated Doc in an approved location and share it manually with only the people who need the evidence.
• Do not place secrets or unnecessary personal data in the checklist or reminder email.
• Subject to your admin's Studio controls and DLP policy.

What it does not do

• Creates a checklist and reminder only; it does NOT collect evidence automatically, inspect CertPilot, or verify that the review was completed.
• Workspace Studio's documented Drive steps do not grant folder permissions; configure and verify the Doc's access separately.
• This is operational evidence preparation, not certification or an audit guarantee.

• Workspace Studio test runs take real actions — this test really creates a Doc and sends an email.
• Use your own email, a test destination, and clearly labelled sample checklist text.
• Confirm the Doc title/content, access permissions, link, and due date, then delete the test Doc.

Primary source

Last verified 26 August 2026

Related recipes

• Weekly ops summary posted to a Chat space (Google Gemini)
• Quarterly access-review reminder to system owners
• Vendor security-review reminder from a maintained review register

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