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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 is configured in checklist templates, then created on the transaction when the checklist is applied.

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​

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

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

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.

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.

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.