Parse -> Retrieve -> Match -> Draft -> Flag Gaps -> Route for Sign-off

Declaration Responder

The Declaration Responder reads an incoming compliance questionnaire in whatever format it arrives, then drafts the answers from your substance and stewardship data instead of retyping them into every form. It checks each answer against the current restricted-substance lists and lists any item that still needs data. Your stewardship specialist reviews the draft, fills the gaps, and signs.

The Problem

The same SVHC question, worded twelve different ways.

A customer sends a RoHS and REACH questionnaire in their own spreadsheet layout. Your stewardship specialist already answered the same questions last month for a different customer, in a different form. She opens three prior declarations to copy the CAS numbers and threshold answers by hand, then re-checks each one against the current SVHC list. By Friday there are nine of these in the queue, and every one starts from a blank template.

What Changes

Answer once, reuse the facts on every form.

The agent keeps one source of truth for your substance and formulation facts and answers each questionnaire from it, whatever format the customer sent. It matches every question to the data and the current restricted-substance lists, drafts the response, and lists what it could not answer so nothing is guessed. The same fact is entered once and reused across every form.

Humans stay in control: the agent drafts and flags, your stewardship specialist reviews every answer, fills the gaps, and signs the declaration. Nothing goes to the customer without a signature.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT

TRIGGERQuestionnaire arrives in inboxA customer compliance form lands by email or on a portal.

APIParse questionnaire into questionsThe form is read and split into individual questions, whatever the format.

APIRetrieve substance and formulation dataSubstance facts and prior declarations are pulled from the fact store.

APIPull restricted-substance listsCurrent SVHC, RoHS, POPs, TSCA, and Prop 65 references are loaded.

LLMMatch questions to factsEach question is answered from the data, with the basis recorded.

DECISIONEvery question answerable?

LLMDraft declaration responseThe answers are assembled into a filled draft with a list of gaps.

ACTIONRoute draft for sign-offThe draft and gaps go to the stewardship specialist to review and sign.

The agent does not send the declaration or sign it. Your stewardship specialist does. The agent removes the retyping of the same facts into every differently worded form.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Customer QuestionnairePDF, Excel, or portal form

The AgentWorkflow engine + LLM

Stewardship ReviewerSigns the declaration

WHAT YOUR TEAM PROVIDES ONCE

Substance fact store - one source of truth for formulation and substance data
Document parsing - reads the questionnaire in whatever format it arrives
Restricted-substance lists - SVHC, RoHS, POPs, TSCA, and Prop 65 references
Prior declarations - past answers to reuse instead of retyping
Draft response plus gap list - filled answers and the items that still need data

What happens day-to-day: a questionnaire lands, the agent matches each question to your substance data and the current restricted-substance lists, drafts the answers, and lists anything it could not answer. Your stewardship specialist reviews the draft, fills the flagged gaps, and signs.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

Shared regulatory inbox

Customer compliance portal

CRM case or ticket

WORKFLOW ENGINE (N8N)

Watch inbox and portal for new questionnaires

Parse the form into structured questions

Retrieve substance and formulation data from the fact store

Pull current restricted-substance lists

Match each question to the facts and draft answers

Split answerable questions from data gaps

Create the draft response and notify the reviewer

CONNECTS TO

Stewardship fact store (SAP EHS / Sphera / Assent)Read: substance data, formulations, prior declarations. Write: none

Document parsing (Azure Document Intelligence / AWS Textract)Read: questionnaire files. Write: parsed questions

Restricted-substance references (Sphera / iPoint / ECHA lists)Read: SVHC, RoHS, POPs, TSCA lists. Write: none

Email or CRM (Outlook / Salesforce / Dynamics)Read: incoming questionnaires. Write: draft response, case note

WITHOUT PMS API

Without an API, the agent works from an exported substance table and a saved copy of the questionnaire. It drafts answers from the CSV and records which list versions it used, and a person uploads the finished declaration to the customer portal by hand.

WITH PMS API

When the fact store and reference lists expose an API, the agent pulls live substance data and the current list versions on every run, matches automatically, and writes the draft back to the case. Best experience.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1

Trigger - watch inbox and portal

IMAP or Graph trigger on the regulatory mailbox, plus a polling check on the customer portal. Filter for attachments and known subject patterns.

Output: New questionnaire file and its metadata

APINode 2

Document Parse - extract questions

Send the PDF or Excel to a document parsing service. Map each row or field to a question id.

Output: List of questions in a structured array

APINode 3

Fact Store Lookup - pull substance data

Query the stewardship fact store by product code for formulation, CAS numbers, and prior declarations.

Output: Substance records and prior answers

LLMNode 4

LLM - match questions to facts

Pass the parsed questions, the substance records, and the current restricted-substance list versions. Ask for an answer and a basis per question, and a gap entry where data is missing.

Output: Draft answers with basis and a gap list

You are drafting answers to a customer restricted-substance questionnaire. Use only the facts provided. Do not guess.

Questions:
{parsed_questions}

Substance and formulation data:
{substance_records}

Restricted-substance lists in use:
{list_versions}

Prior declarations:
{prior_declarations}

For each question, give an answer and the basis. If a question cannot be answered from the facts, add it to gaps with the reason and what data is needed. Respond ONLY with valid JSON. No explanation.

INPUT

Three questions from a RoHS and REACH form for product B-204, with formulation data for two components and the SVHC list dated 2025-06-27.

OUTPUT

{"answers":[{"question":"Does the article contain SVHC above 0.1% w/w?","answer":"No","basis":"Full formulation screened against SVHC list dated 2025-06-27","cas_checked":["7439-92-1","117-81-7"]}],"gaps":[{"question":"Report cobalt content per IEC 62474","reason":"No cobalt value on file for grade B-204","needs":"Supplier declaration for the pigment lot"}]}

DECISIONNode 5

Decision - route by completeness

If the gap list is empty, mark the draft ready for review. If not, tag it needs-data and attach the missing items.

Output: Draft tagged ready or needs-data

ACTIONNode 6

Action - create draft and notify

Write the draft response to the case and send the reviewer a link with the gap list. No answer leaves without sign-off.

Output: Draft saved and reviewer notified

MVP vs Advanced — Where To Start

MVP — START HERE

Connect one mailbox and one product's data
Parse a single questionnaire format
Load two or three restricted-substance lists
Run the match-and-draft LLM node
Write the draft to a shared folder
Stewardship specialist signs every draft

ADVANCED — ADD LATER

=+ Add portal polling and parsing
=+ Connect the fact store API for live data
=+ Re-flag past declarations on list changes
=+ Add a confidence score per answer
=+ Keep an audit trail of facts and versions
=+ Learn phrasing from reviewer edits

Full Video Walkthrough Coming Soon

Watch the agent turn one substance fact store into a drafted customer declaration, gaps and all.

Everything on this page is free to learn.

When you're ready to build — do it yourself or bring us in.

Book a call to scope this

OTHER AGENTS IN LEASING & MARKETING

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Regulatory Renewal and Return Watcher

Reads your license documents and builds the due-date calendar, so nothing lapses

Frequently asked questions

Declaration Responder is an AI agent that drafts customer restricted-substance declarations from one source of truth.

The same SVHC question, worded twelve different ways. The Declaration Responder addresses this: drafts customer restricted-substance declarations from one source of truth.

No. Your team stays in control. The agent does not send the declaration or sign it. Your stewardship specialist does. The agent removes the retyping of the same facts into every differently worded form.

This is 1 of 3 agents in Regulatory & Product Stewardship. → · Explore all 15 departments →