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Email Automation

Link email templates to tasks so the right email is ready at the right point in the workflow. Task email automation can prepare an email for review, send an email automatically, schedule an email relative to a task due date, and include configured recipients or documents.

Most task email automation starts in a checklist template, then becomes editable transaction-specific automation after the checklist is applied. Use templates for repeatable workflows; use the transaction task drawer when a real deal needs an adjustment.

Checklist task automation settings in the reusable checklist builder

Two automation types​

DocJacket supports two main task-email patterns.

Scheduled emails​

Scheduled emails fire against the task's due date, not task completion.

For each scheduled email, configure:

  • Email template
  • Offset, such as 3 days before or 1 day after the task due date
  • Send time
  • Weekend or holiday fallback rule
  • Recipients
  • Attached documents

Example:

  • Task: Confirm closing appointment
  • Due: Closing Date - 3 days
  • Scheduled email: Send closing reminder 1 day before the task due date at 8:00 AM

Scheduled emails send from the TC's connected Gmail or Outlook account when available. Upcoming or held scheduled emails appear in the Review queue's Scheduled tab, where they can be edited, sent now, or cancelled when supported.

On-completion actions​

On-completion actions fire when the TC marks the task complete.

For each on-completion action, configure:

  • Email template
  • Whether the email waits for review or auto-sends
  • Recipients
  • Attached documents
  • Optional offset and anchor date

If Require review before sending is enabled, the email waits in the topbar Review queue before sending. Open the document-tasks icon and use the Ready for Review tab to review, edit, send, or skip it. If review is disabled, the email can send automatically when the task is completed.

Configuring automation in a checklist​

Use checklist templates when the same task should prepare or schedule the same email every time the workflow is applied.

  1. Go to Templates > Checklists
  2. Open a checklist in My Templates
  3. Open the Tasks or Automations view
  4. Select the task that should trigger the email
  5. Add a scheduled email or on-completion action
  6. Choose the email template
  7. Set recipients and document attachments
  8. Save the checklist

Shared system checklists are read-only. Copy a shared checklist before adding or changing email automations.

When the checklist is applied, DocJacket copies those automation rules onto the transaction's tasks. The copied rules can then use that transaction's contacts, dates, documents, and smart-field data.

Adjusting automation on a transaction​

Use the transaction task drawer when the automation exists only for one deal, or when a template-created rule needs a one-off change.

  1. Open the transaction
  2. Go to the Tasks tab
  3. Click the task row to open Task Details
  4. Open Task emails or Scheduled emails
  5. Link an email template, schedule an email, or edit the copied automation
  6. Confirm recipients, attachments, and date anchors
  7. Save the task

Completing a task with review-required email automation prepares the email for the Review queue. Scheduling an email places it in scheduled-email handling instead of waiting for the task to be completed.

Recipients and documents​

Task email automation can use:

  • To, Cc, and Bcc recipient types
  • Contact roles from the transaction
  • Direct email addresses where supported
  • Document categories or selected document attachments

The linked email template still controls the subject, body, smart fields, and any template-level auto-attachments.

Build and test the template in Templates > Email Templates first. The checklist automation controls decide when the email is prepared or sent, while the email template controls the content, default recipient logic, and template-level document attachments.

Runtime review​

When the checklist is applied to a transaction, DocJacket creates the tasks and their email automation rules. Before sending or parking a draft for review, DocJacket renders smart fields against that transaction.

If data is missing or a placeholder is unrecognized, review the email before sending. Missing transaction data should be fixed on the transaction. Unrecognized placeholders should be fixed in the email template.

Review-required emails appear in the topbar Review queue under Ready for Review. Scheduled emails appear under Scheduled when they are waiting, held, or ready for schedule management. Nothing sends from the review-required path until a user approves, sends, skips, or dismisses the prepared email.

Tips​

  • Use Require review before sending for client-facing or high-risk emails.
  • Use scheduled emails for deadline reminders.
  • Use on-completion actions for handoff emails, confirmations, and "next step" messages.
  • Test the linked email template before attaching it to automation.
  • Combine email automation with checklists to set up entire email workflows for a transaction type.