Feature Description

Adobe Sign offers the option to send regular email reminders to the recipients that are currently expected to interact with your agreements. Future recipients will not be notified until they become the current participant in the signature workflow.

The reminder contains a thumbnail of the document, a message that you define, and a link to the agreement.

Reminders can be established during the sending process, or created on the Manage page after the agreement has been sent.

Enterprise and business service levels can establish a default reminder and message at the account or group level, removing the need for Senders to configure it themselves.

Cyclic reminders trigger on a regular cycle and will continue to trigger for the lifespan of the reminder (based on cycle time), or until the recipient completes their action.

Multi-recipient reminders trigger a new reminder cycle/lifespan for each recipient in the workflow as they become the current active recipient.

Ad hoc reminders can be created only on the Manage page, and send a one-time reminder to any participant related to the agreement. These one-time reminders can even be configured to send after the recipient has completed their action, or after the agreement is successfully completed.

What's new

With the September release, additional options have been added to the frequency picklist.

In addition to Daily and Weekly iterations, there are now options for:

  • Every business day (Monday – Friday)
  • Every other day
  • Every third day
  • Every fifth day
sept_-_reminder_frequency

All the new options have a 60-day lifespan.

 

How it's used

Setting a reminder during the Send process

Users that don’t have a default reminder configured for their group or account have the opportunity to define a reminder during the send process.

These reminders are always cyclic and apply to all recipients for the agreement. The sender only has to define the iteration that the reminder will trigger. There are six options:

  • Every day
  • Every week
  • Every business day
  • Every other day
  • Every third day
  • Every fifth day
reminder_frequency

When an agreement with a reminder is initially sent, a Please Sign email is delivered to the first recipient. This event starts the timer for the first reminder.

If the reminder is configured to send every third day (for example), the first reminder will trigger exactly 72 hours after the Please Sign email was delivered.

When the recipient completes their action with the agreement, the reminder clock for that recipient is terminated.

In the case where there are multiple recipients, the next recipient in the flow receives a Please Sign email immediately after the preceding recipient has completed their action. The reminder clock starts for the new recipient based on the delivery time of their Please Sign email (not the initial time stamp).

This process cycles through all the recipients of the agreement until the agreement is fully executed.

Megjegyzés:

All cyclic reminders have a lifecycle, after which, the reminders self-terminate.

Reminders that trigger every day have a 10-day life cycle.

All other reminders have a 60-day lifecycle.

 

 

Setting a reminder from the Manage page

Reminders created after the send process are configured on the Manage page.

The Manage page interface has a few more options that the Send page does not:

  • You can select which recipients you want to include in the reminder. Design the reminder for one, some or all of your recipients.
  • You can select a cyclic reminder process like on the Send page
    • If a recipient is added to a cyclic reminder after they have completed their action on the agreement, they will not receive reminders
  • You can create a one-time (ad hoc) reminder that will send either "Right Now" or on a "Specific Date"
    • Ad hoc reminders can be configured for participants that have completed their action for the agreement
    • Ad hoc reminders can be configured after the agreement is closed-signed, or archived
  • You must include a message. This is a required field when building a reminder on the Manage page

 

reminder_from_themanagepage

 

If other reminders are already configured for the agreement, the list of agreements is displayed instead of the Create Reminder interface.

You can opens the Create Reminder intercafe by clicking the Create link at the top-right corner of the reminder window:

select_create_onthemanagepage

 

How to review a reminder

You can review all of the reminders that have been configured for an agreement by:

  • Navigating to the Manage page
  • Single click the agreement you want to review
  • Click the Remind tab in the right panel
select_remind_onthemanagepage

When reminders have been configured for the agreement, the full list shows on the Remind tab.

Reminders are ordered based on the next reminder to trigger.

All canceled/expired reminders are listed under the active reminders.

canceled_reminderinthelist

 

If you click the Show link, a pop-up appears showing the message sent to the recipient:

reminder_show_link

 

How to cancel a reminder

To cancel a reminder:

  • Log in as the user that created the agreement
  • Navigate to the Manage page
  • Single click the agreement in question to select it
  • Click the Remind tab in the panel to the right
  • Find the reminder you want to cancel and single click it 
  • Click the delete icon (garbage can)
select_delete_onthemanagepage

Megjegyzés:

Recipients have the authority to terminate the reminders from the reminder email. This is required functionality and can not be suppressed.

 

Reminders and the REST API

The REST v6 API allows direct access to the reminder objects via four operations:

  • POST /agreements/{agreementId}/reminders - Creates a reminder on the specified participants of an agreement identified by agreementId in the path
  • GET /agreements/{agreementId}/reminders - Retrieves the reminders of an agreement, identified by agreementId in the path.
  • GET /agreements/{agreementId}/reminders/{reminderId} - Retrieves a specific reminder associated with an agreement
  • PUT /agreements/{agreementId}/reminders/{reminderId} - Updates an existing reminder for an agreement

 

 

Reminders and the History tab / Audit report

Reminders are not logged in the History tab, nor the Audit report for the agreement.

Both the History and Audit report are expected to log the landmark moments of the document signature process. This would include the first notification to a recipient (Please Sign), but not iterating requests to sign by the same recipient (reminders).

A history of reminders can be obtained by use of the API (available to enterprise level customers)

 

How to enable/disable the feature

All service levels have access to:

  • Create cyclic reminders
    • During the send process
    • From the Manage page
  • Create cyclic and ad hoc reminders from the Manage page

Individual and team service levels have no ability to automate or suppress the reminder feature.

 

Enterprise and business level options

Enterprise and business service levels can selectively expose the Reminder option during the send process, or enable account/group-wide automation of the reminder iteration and message.

The two settings can be enabled/disbaled by:

 

Two options exist:

  • Allow senders to set reminders on the send page - When enabled, the option to set a reminder on the send page is exposed. When disabled, the send page does not have an option to configure reminders
  • Set a default reminder for agreements created by users in this account - When enabled, the administrator can establish the default reminder iteration, and supply a default message for all agreements sent. This can be configured at the account and/or group level. (Group level settings override Account level settings)
navigate_to_the_remindersettings

Megjegyzés:

Enabling Set a default reminder for agreements created by users in this account will suppress the ability to set a reminder on the Send page.

Reminders can still be configured from the Manage page.

Configuration options

The configurable options for reminders depend on when you create the reminder.

When creating a reminder on the Send page, the only available option is to set the iteration for when the reminders trigger (Every day, every other day, etc.). All recipients attached to the agreement will generate reminders per the iteration selected.

 

When creating a reminder on the Manage page, you have three configurable elements:

  • The reminder iteration
  • The reminder message
  • The recipients that should be included in the reminder

 

When configuring a default reminder at the account/group level there are two options:

  • The reminder iteration
  • The reminder message

All recipients are included in reminders that are driven by the account/group level settings.


Custom email templates

Enterprise customers have the option to build a wholly custom email template for their reminders. 

If custom email templates interest you, please refer to this guide.

 

Things to keep in mind

  • The lifespan of cyclic reminders:
    • Daily reminders expire after 30 days
    • All other cyclic reminders expire after 60 days
  • Ad hoc reminders
    • Trigger only once
    • Can be configured to send the reminder to participants that have already completed their action on the agreement
    • Can be configured after the agreement is completed or archived
      • Reminders cannot be configured for agreements that have been canceled, declined, or expired
  • Reminders trigger at the same time of day that the original “Please Sign” email was sent
    • In a multi-recipient workflow, when a recipient completes their action and triggers the next recipient in turn, the reminder clock is reset to that time
    • Replacing the current signer via the Manage page does not reset the reminder time
  • Recipients have a right to cancel the reminder. There is no option to deny them this right

 

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