Skip to main content

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.

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 can send email, SMS, or both when a transaction enters a status or when a configured checklist task is completed. Rules use active email templates, recipient logic, and delivery-channel settings.

Current rule triggers include:

  • When a transaction enters a status — Fires on future status changes only. Existing transactions already in that status are not triggered retroactively.
  • When a checklist task is completed — Fires when a transaction task created from the selected checklist task template is marked complete.

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.

Delivery options are:

  • Email
  • SMS
  • Email + SMS

SMS automation requires SMS access on your plan and a provisioned SMS number in Settings > SMS. Recipient phone number and SMS-consent checks happen when the rule fires for a specific transaction.

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.