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Submission → Check Completeness → Request Missing → Assemble → Route To Committee

ARC Intake and Completeness Agent

Checks architectural review submissions for completeness and reduces back-and-forth, so the committee reviews complete requests instead of chasing missing documents.

The Problem

ARC requests arrive incomplete. Approvals stall in back-and-forth.

Architectural review submissions are incomplete. Back-and-forth delays approvals. Committee time is wasted.

What Changes

Submissions checked complete before the committee sees them.

Checks submissions for completeness before they reach the committee - drawings present, specs included, fee paid - and requests what's missing upfront.

Humans stay in control: The ARC committee approves or denies. The agent ensures the request is complete first. It removes the back-and-forth, not the decision.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERARC SubmittedAn owner submits an ARC request
LLMCheck CompletenessCompare to required submission items
DECISIONComplete?
ACTIONRequest MissingAsk the owner for what is needed
WAITAwait Items
ACTIONRoute To CommitteeSend the complete request for review
The agent doesn't approve architectural requests. It checks submissions for completeness and collects what is missing. The committee decides.

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.

Your SubmissionsARC requests
The AgentWorkflow engine + LLM
Your CommitteeComplete requests

WHAT YOUR TEAM PROVIDES ONCE

  • Submission requirements - what a complete ARC request needs
  • Request types - the categories and their specifics
  • Owner contact - how to request missing items
  • Committee routing - how complete requests reach review
  • Timelines - the review windows to respect
What happens day-to-day: An owner submits an ARC request missing the plot plan and material specs. Instead of the committee discovering that at review, the agent checks completeness on intake, requests the missing items, and only routes the request once it is whole, so reviews are not stalled by back-and-forth.

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

INQUIRY SOURCES

ARC form
Owner portal
Document uploads

WORKFLOW ENGINE (N8N)

Trigger
LLM - Check completeness
Branch - complete?
Request missing
Wait - items
Route to committee
Log submission

CONNECTS TO

HOA platform (Vantaca / CINC)Read: ARC submissions. Write: status
Owner portal / emailRequest missing items
Document storeCollect submission documents
Notifications (email / Slack)Route complete requests to committee
WITHOUT PMS API

Agent reviews uploaded submissions and emails owners for missing items. The completeness logic still runs.

WITH PMS API

Agent checks submissions live and routes only complete requests. 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 - ARC Submitted
An ARC form submission opens the workflow.
Output: { request_id, owner_id, type, documents[] }
LLMNode 2
LLM - Check Completeness
Compare the submission to the required items for its type.
Output: { complete, missing[] }
You check an ARC submission for completeness.

Using SUBMISSION REQUIREMENTS for this request type, return:
- complete: true/false
- missing: list of required items not provided
Respond ONLY with valid JSON.

SUBMISSION REQUIREMENTS: {requirements}
SUBMISSION: {submission}
INPUT
{ "type": "fence_installation", "documents": ["application", "photos"] }
OUTPUT
{
  "complete": false,
  "missing": ["plot plan showing fence location", "material and color specifications", "neighbor acknowledgment"]
}
DECISIONNode 3
Condition - Complete?
IF complete → route to committee. ELSE → request the missing items.
Output: Branch: COMPLETE (route) or INCOMPLETE (request)
ACTIONNode 4
Request Missing
Ask the owner for the specific missing items.
Output: Owner asked for exactly what is needed.
WAITNode 5
Await Items
Wait for the items, with a reminder; re-check completeness when they arrive.
Output: Submission completed, or reminder sent.
ACTIONNode 6
Route To Committee
Send the complete request to the ARC committee within the review window.
Output: Complete request routed for review.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Form trigger
  • Completeness vs checklist
  • Email missing requests
  • Manual await
  • Manual routing
  • Manual log
ADVANCED — ADD LATER

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    From an ARC submission to a complete request - step by step.

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    Frequently asked questions

    ARC Intake and Completeness Agent is an AI agent that checks architectural review submissions before they reach committee.
    ARC requests arrive incomplete. Approvals stall in back-and-forth. The ARC Intake and Completeness Agent addresses this — it checks architectural review submissions before they reach committee.
    No — your team stays in control. The ARC committee approves or denies. The agent ensures the request is complete first. It removes the back-and-forth, not the decision.

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