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docs: add signing reminders guide (#2716)
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Lucas Smith
GitHub
@@ -29,4 +29,9 @@ description: Advanced document features including PDF placeholders, AI detection
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description="Set a signing deadline so document links expire after a configurable period."
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href="/docs/users/documents/advanced/recipient-expiration"
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/>
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<Card
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title="Signing Reminders"
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description="Automatically email recipients who have not yet signed on a configurable schedule."
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href="/docs/users/documents/advanced/signing-reminders"
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/>
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</Cards>
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@@ -6,6 +6,7 @@
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"ai-detection",
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"default-recipients",
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"document-visibility",
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"recipient-expiration"
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"recipient-expiration",
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"signing-reminders"
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]
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}
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@@ -0,0 +1,195 @@
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---
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title: Signing Reminders
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description: Automatically email recipients who have not yet signed on a configurable schedule.
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---
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import { Callout } from 'fumadocs-ui/components/callout';
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import { Step, Steps } from 'fumadocs-ui/components/steps';
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import { Tab, Tabs } from 'fumadocs-ui/components/tabs';
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## Overview
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Signing reminders automatically email recipients who have not completed their signing. You configure when the first reminder goes out and how often it repeats — Documenso handles the rest until the recipient signs or the document leaves a pending state.
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This is useful when:
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- You want recipients nudged without having to track them down manually
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- A deadline is approaching and you want to escalate gradually
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- You send a high volume of documents and cannot chase each one
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Reminders are tracked **per recipient**, not per document. Each unsigned recipient is on their own schedule based on when they were emailed.
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This is different from the **Resend** action covered in [Send Documents](/docs/users/documents/send), which is a one-off manual nudge. Reminders are scheduled and recurring.
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## Default Behaviour
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Every **newly created** organisation starts with reminders **enabled**:
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- First reminder sent **5 days** after the recipient is emailed
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- Repeats **every 2 days** until the recipient signs
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You can change this default at the organisation or team level, or override it per document.
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<Callout type="info">
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Organisations created **before this feature shipped** have reminders left blank (no default) so
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recipients of in-flight or future documents are not unexpectedly sent reminders. To enable
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reminders for an existing organisation, configure **Default Signing Reminders** under
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**Organisation Settings > Preferences > Document**.
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</Callout>
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## Settings Cascade
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Reminder settings follow a three-level cascade: **Organisation → Team → Document**. Each level can override the one above it, or inherit from it.
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<Tabs items={['Organisation', 'Team', 'Document']}>
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<Tab value="Organisation">
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Sets the default for all teams in the organisation. Options are **Enabled** (set when the first reminder fires and how often it repeats) or **No reminders**.
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To configure, navigate to **Organisation Settings > Preferences > Document** and find **Default Signing Reminders**.
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</Tab>
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<Tab value="Team">
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Overrides the organisation default for documents created within this team. Options are **Enabled**, **No reminders**, or **Inherit from organisation**.
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New teams default to **Inherit from organisation**.
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To configure, navigate to **Team Settings > Preferences > Document** and find **Default Signing Reminders**.
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</Tab>
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<Tab value="Document">
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Overrides the team or organisation default for a single document. Options are **Enabled**, **No reminders**, or **Inherit from organisation**.
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If you do not change reminders when editing a document, the team or organisation default applies.
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</Tab>
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</Tabs>
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## Set Reminders for a Document
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{/* prettier-ignore */}
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<Steps>
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<Step>
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### Open the document settings
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In the document editor, open the **Settings** dialog and go to the **Reminders** tab.
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</Step>
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<Step>
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### Choose a mode
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- **Enabled** — Documenso sends reminders on the schedule you configure below
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- **No reminders** — no automatic reminders for this document
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- **Inherit from organisation** — use the team or organisation default
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</Step>
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<Step>
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### Configure the schedule
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When **Enabled**, set:
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- **Send first reminder after** — a number and unit (days, weeks, or months) measured from when the recipient is first emailed
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- **Then repeat every** — either **Custom interval** (a number and unit) or **Don't repeat** (only one reminder is ever sent)
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</Step>
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<Step>
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### Send the document
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The first reminder is scheduled when the recipient receives the initial signing email. Subsequent reminders are scheduled from the time the previous reminder was sent.
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</Step>
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</Steps>
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<Callout type="info">
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Editing reminder settings on a document that is already pending recalculates the next reminder for
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every unsigned recipient immediately.
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</Callout>
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## Set a Default Reminder Schedule
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{/* prettier-ignore */}
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<Steps>
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<Step>
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### Navigate to document preferences
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Go to **Organisation Settings > Preferences > Document** (or **Team Settings > Preferences > Document** for team-level overrides).
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</Step>
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<Step>
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### Configure the default
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Find **Default Signing Reminders** and choose:
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- **Enabled** — set the first-reminder delay and repeat interval
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- **No reminders** — disable reminders by default
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- **Inherit from organisation** (team level only) — use whatever the organisation has configured
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</Step>
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<Step>
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### Save
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Click **Save** to apply. New documents created after this change use the updated default. Documents already in flight are unaffected unless you edit their reminder settings directly.
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</Step>
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</Steps>
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## What Happens When a Reminder Fires
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When a recipient's next reminder time arrives:
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1. Documenso sends the reminder email — same template as the original signing request, but the subject and preview are prefixed with **"Reminder:"**.
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2. An audit log entry is created for the recipient (an `EMAIL_SENT` entry of type `REMINDER`).
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3. The `document.reminder.sent` webhook fires. See [webhook events](/docs/developers/webhooks/events).
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4. The next reminder is scheduled based on **Then repeat every**, or no further reminder is scheduled if you chose **Don't repeat**.
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Reminders stop automatically when the recipient signs, declines, the recipient's signing deadline passes, or the document leaves the pending state (completed, rejected, or deleted).
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## When Reminders Are Skipped
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A configured reminder will not be sent in the following cases:
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- The recipient is a **CC** — CCs are notified once and never reminded
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- The recipient's **signing deadline has passed** — see [Recipient Expiration](/docs/users/documents/advanced/recipient-expiration). Resending the document refreshes the deadline and resumes reminders.
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- The document uses **manual link distribution** — Documenso never emails recipients for these documents
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- The envelope's email settings have **signing request emails disabled**
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- The recipient has not yet been emailed (for example, an unreached step in a sequential workflow)
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<Callout type="info">
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Reminders stop automatically **30 days after the recipient was first emailed**, regardless of the
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repeat interval. This hard cap prevents runaway reminder chains for recipients who never sign and
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have no expiration set. If you need a different stop condition, set a shorter repeat interval,
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use **Don't repeat**, or configure [recipient expiration](/docs/users/documents/advanced/recipient-expiration).
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</Callout>
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<Callout type="info">
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Reminders are dispatched by a background sweep that runs every 15 minutes, so the actual send time
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may be up to ~15 minutes after the scheduled time.
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</Callout>
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## Reminder Options Reference
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| Setting | Options | Notes |
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| --------------------------- | ---------------------------------------- | -------------------------------------------------------------------- |
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| **Mode** | Enabled / No reminders / Inherit | Inherit is only available at the team and document levels |
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| **Send first reminder after** | 1+ days, weeks, or months | Measured from when the recipient receives the initial signing email. Reminders past 30 days from that moment are skipped. |
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| **Then repeat every** | Custom interval (1+ days/weeks/months) or Don't repeat | Custom interval keeps reminding until the recipient signs or the 30-day cap is reached |
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The organisation default out of the box is **first reminder after 5 days, repeating every 2 days**, which falls well inside the 30-day cap.
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---
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## See Also
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- [Send Documents](/docs/users/documents/send) - Send documents and trigger a one-off resend
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- [Recipient Expiration](/docs/users/documents/advanced/recipient-expiration) - Set a hard signing deadline
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- [Document Preferences](/docs/users/organisations/preferences/document) - Configure default document settings
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- [Webhook Events](/docs/developers/webhooks/events) - Subscribe to `document.reminder.sent`
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@@ -33,6 +33,7 @@ To access the preferences, navigate to either the organisation or teams settings
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| **Include the Audit Logs** | Whether the audit logs are embedded in the document when downloaded. The audit logs are always available separately from the logs page. |
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| **Default Recipients** | Recipients that are automatically added to new documents. Can be overridden per document. |
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| **Default Envelope Expiration** | How long recipients have to sign before the signing link expires. See [recipient expiration](/docs/users/documents/advanced/recipient-expiration). |
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| **Default Signing Reminders** | When and how often to email recipients who have not yet signed. See [signing reminders](/docs/users/documents/advanced/signing-reminders). |
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| **Delegate Document Ownership** | Allow team API tokens to delegate document ownership to another team member. |
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| **AI Features** | Enable AI-powered features such as automatic recipient detection. Only shown if AI features are configured on the instance. |
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