Recipient Reminders
If you have important documents that need to be signed, you can set up reminders that will automatically email the recipient. These reminders can be setup for individual documents, or as a company-wide standard for all documents. Once the documents have been signed, the system will automatically stop sending reminders out.Individual DocumentsTo setup a reminder for an individual document, select the document from the list and click on the clock button at the bottom. This will open a pop-up where you can select the date you wish to start sending the reminders. Daily reminders will be sent starting on the date you choose. Then check the send reminders box and click save.For All DocumentsWe can setup your company so that all agreements will have reminders enable. Three separate emails can be setup to be sent after your selected number of days. For instance, we can set it up to send reminders after 2 days, then 4 days and then 7 days, each with a unique reminder message. (Recombo must setup company-wide document reminders)
Future Reminders
If you manage a renewals team, this is a must read article
for you. While recipient reminders are
emails to inform users they still have a document to sign, Future Reminders generate
an automatic notification to whomever you wish.
This can be an individual, group of individuals, or even your entire
company.
For instance, say you would like to be informed before a
contract is up for renewal. You can setup a future reminder to email you with
your own tailored message and a link to, or copy of, the contract at a chosen
date.
Multiple reminders can be created for a single contract, and
they can be automatically created within your template setup. They can refer to specific dates within
agreements, or from explicit dates you set, and they automatically appear in
your calendar on the Agreement Manager dashboard.
Creating Future
Reminders
To create a Future Reminder for an existing agreement,
select the agreement and click on icon at the bottom of the screen. In the new
window, create your email message and set the reminder date. Once the reminder
has been created, you will see the Future Reminder icon appear beside the
document.
To set a reminder for an explicit date in the future click
on the Calendar icon and select the desired reminder
date. To set a reminder for a date from
within a document, click on the drop down next to the calendar icon and list of
date fields from within the document will automatically appear. In order for this to be active there must be
at least one field in your document that is set as a field type DATE. This will automatically create a reminder
based on the Date field you selected, or will create a reminder a specific
number of days before or after.
You can review the future reminders for document at anytime
by clicking on the Calendar icon and a list will be displayed of all of
the reminders for that agreement. In
addition reminders will appear on the calendar on the Agreement Manager
dashboard. Days where there are
reminders will appear in bold on the calendar and clicking on the day will
bring up a list of all reminders for all agreements for that day. If a reminder was listed as PRIVATE it will
only appear on your calendar, otherwise it will appear on the calendars of all
authorized publishers in your company.
You can also setup Future Reminders for templates that will
automatically create a reminder for each agreement that is published using that
template. Template reminders are created the same way as regular Future
Reminders, however you configure them from the Templates tab instead of from an
agreement list.
Original Recipients
and CC: Displays who was sent the original document to sign or view.
Reminder type:
You can set the reminder to be just for you (Private) or for anyone who is an
administrator or up within your company (Company).
Notify/Remind on:
You can enter in how many days either before or after a certain date you would
like the future reminder email to be sent. You can also set the reminder based
on a date field in the agreement itself.
Send to: The
recipient(s) of the email. You can separate multiple email addresses by a
semicolon. If this field is blank, the person who setup the reminder will
automatically be sent the Future Reminder email.
Subject/Message: This
is the header and body of the email. By default, the original email and subject
will be displayed, however you can modify this message to be more meaningful to
the recipient.
Attach PDF/Send
Launch Link: You can include a link
to and/or a copy of the agreement in the email
Editing Future
Reminders
Any Future Reminders created will appear beside the document
within the agreement manager. You can click on the icon to see how many
reminders have been created for that document and information on each reminder. From this screen you can create, edit and delete reminders.
To edit or delete existing Future Reminders, select the future reminder and
click the corresponding button ( or respectively) at the bottom of the screen.
Future Reminders on
the Dashboard
When you first log into Agreement Express, you will be able
to see a calendar where all the days that a Future Reminder email will be sent
out are highlighted. You can click on any day to display a list of the
reminders being sent out that day. You can also right-click on the calendar and
select Month View to display the entire month’s worth of reminders sorted by
the agreements they are for.
