Email and Automation Settings

The Emails & Alerts group controls template organization, automated send timing, personal notifications, and rule-based message automation.

Email Settings

Use Settings > Email to organize email templates into categories. Categories can have a name, description, color, and active or inactive status.

Each category card shows the category color, name, description, active/inactive badge, and how many templates use that category. If your organization does not have categories yet, DocJacket creates the default category set when the page loads.

The default categories are:

Category	Fits
Welcome	Intro and kick-off emails
Reminder	Deadline nudges
Request	Asking a party for something
Confirmation	Confirming a date or receipt
Update	Status updates and post-closing thank-yous
Notification	Automated notices

Categories organize and filter your templates. They do not change who receives an email or when it sends, with one exception: the Reports category. A template in the Reports category only works when DocJacket sends a generated report, so you can't choose it for a task email, a Playbook email, an Automation Rule, or a scheduled email. If you try, DocJacket refuses with "Report templates only work when DocJacket sends a generated report. Pick a different email for this task." Pick a template from another category instead. If a template does not fit a default, add your own category.

From this page, you can:

• Add email template categories
• Edit category name, description, and color
• Make a category active or inactive
• Delete categories that are not in use

Categories with existing templates cannot be deleted. Recategorize those templates first, then delete the unused category.

This page does not connect your mailbox. To send from Gmail or Outlook, connect or reconnect your mailbox from Settings > Integrations.

Require a Connected Mailbox

Use Settings > Organization to turn on Only send transaction email from a connected mailbox. When on, deal email (compose, replies, task emails, reminders, reports, and portal links) only ever sends from a connected Gmail or Outlook account — never from a DocJacket system address.

• The email sends from the sender's connected mailbox, or the account owner's if the sender hasn't connected one.
• If no mailbox is connected, a manual send is blocked with a prompt to connect one, and an automated send is held until a mailbox is connected. The account owner is notified so it can be reconnected.

Leave this off (the default) to let DocJacket's email service send as a fallback when a connected mailbox isn't available. See How Email Sending Works.

Working Hours

Use Settings > Working Hours to hold automated emails until your organization's preferred send window.

Working hours apply to automated emails such as:

• Deadline reminders
• E-signature chasers
• Billing nudges
• Other scheduled system messages

Manual sends are not affected. If a user clicks Send on a task email, DocJacket sends it immediately.

When working hours are enabled, you can choose:

• Start and end time
• Working days
• Whether organization holidays should be skipped

Times use the organization's timezone.

The send window must have different start and end times, and at least one working day must be selected. When Skip on organization holidays is enabled, DocJacket defers eligible automated emails to the next working day based on your organization's holidays calendar.

Notifications

Use Settings > Notifications to choose which alerts you receive.

Notification preferences are personal. Changing your notifications does not change what other team members receive. You can control email notifications, the daily morning briefing, and in-app bell notifications.

Automation Rules

Use Settings > Automation Rules to create and manage rule-based notifications and messages.

Automation rules send an email when a transaction enters a status or when a configured Playbook task is completed. They do not send text messages. A third kind prepares an email for your review when a document is filed under a category. Rules use active email templates and recipient logic.

Current rule triggers include:

• When a transaction enters a status — Fires on future status changes only, however the status changes in the app: the status chip on the deal, the Deals list, the Pipeline, or the deal's Edit form. Existing transactions already in that status are not triggered retroactively.
• When a Playbook task is completed — Fires when a transaction task created from the selected Playbook task template is marked complete.
• When a document is filed — Fires each time a document is filed to a deal under the Document category you pick. It prepares the email and holds it in your Review queue for you to send; it never sends on its own, even if your organization sends other automated emails without review. It applies to documents filed after the rule is created, uses only your own email templates, and does not use SMS. A document that arrives by email or import triggers nothing until someone files it under a category.

Members limited to their own deals see this page read-only, because the rules apply to every deal. See Understanding Roles.

Rules can send to transaction contact roles, direct email addresses, or both. Direct email entries are checked before the rule is saved, and duplicate direct addresses are collapsed case-insensitively.

Can an Automation Rule send a text message?

No. Automation Rules send email only, and the rule editor has no text-message option.

If you open a rule that was saved earlier with a text option, a note in the editor says what the rule actually did: a rule set to send a text as well as the email sent only the email, and a rule set to send a text only sent nothing. Saving the rule makes it an email rule.

Which email templates can a rule use?

Only your own templates. DocJacket's starter templates are not offered in a rule's template list. To use one, copy it into your templates first, then pick your copy in the rule.

What does a status or task rule send?

A rule that fires when a transaction enters a status, or when a Playbook task is completed, sends the subject and wording of the template you chose, filled in from the deal. It also adds the deal owner's email signature. A rule with no template, or one set to a DocJacket starter template, sends DocJacket's short notice instead.

DocJacket holds the email in your Review queue instead of sending it when it can't be sent cleanly. The review card says what the problem is. This happens when:

• A smart field in the template has no value on the deal yet
• A merge field in the template can't be filled in
• The template was deleted, is inactive, or has no wording

When that happens the email is held even if your organization lets other automated emails send without review. You can't approve it until the blanks are filled in: the card says "This draft still has blanks where these fields had no value", with the field names, and asks you to open the draft, fill them in and save before sending. See Review Queue.

You can enable or disable a rule without deleting it. Deleting a rule stops future triggers; it does not undo messages that were already drafted, scheduled, or sent.

Review Behavior

You decide whether automated emails send on their own or wait for your approval — and by default, nothing reaches a client or agent until you say so.

Organization-wide safety switch. In Settings > Organization, turn on Review auto-emails before sending to hold every automated email — task emails, reminders, status-rule messages — in the topbar Review queue before it sends. Open the document-tasks icon and use the Ready for Review tab to send, edit, or skip each one. Drafts auto-expire after your retention window if you don't act on them. This is the recommended setting for anyone who never wants an email leaving the account without a final human look.

Per-rule review. Even with the organization-wide switch off, an individual automation rule (or a task's on-completion email) can opt into Review before sending on its own — and for on-completion task emails that per-email switch is on by default.

When neither review setting applies to a message, it sends automatically on schedule. Scheduled reminders and manually configured scheduled emails stay schedule-driven — they appear in the Review queue's Scheduled tab when they are upcoming, held, or need attention, instead of the Ready for Review tab.

Scheduled reminders and manually configured scheduled emails stay schedule-driven. They appear in the Review queue's Scheduled tab when they are upcoming, held, or need attention instead of the Ready for Review tab.