Notifications

Signer tells people when something happens to a document. Most notices go by e-mail. Some can also go by SMS, WhatsApp or push notification, depending on the instance settings.

This page uses these names for the recipients:

• Participants: the signers and approvers of the flow.
• Observers: people who follow the document without signing.
• Creator: the user who created the document.

Who gets each notification

Event	Who gets it
The document is created	The participants of the first step get the action request. The observers get a notice that they were added.
A step ends	The participants of the next step get the action request.
A participant signs or approves	The observers.
The document is concluded	The participants, the observers and the creator. If the NotifyConclusion setting is off, only the observers. The notifiedEmailsData addresses also get it.
A participant refuses	The participants, the observers and the creator. If the refusal does not change the document status, for example in a rule with several signers, only the observers and the creator.
The document is canceled, paused, resumed or expires	The participants who already acted or have a pending action, the observers and the creator.
The document is deleted	Everyone involved. The DisableNotifyParticipantsOnDocumentDeleted setting turns this notice off.
A new version is sent, or the details or attachments change	The observers. The participants get it only if the matching setting is on: NotifyParticipantsOnAddedVersion, NotifyParticipantsOnDocumentInformationUpdates or NotifyParticipantsOnAttachmentUpdates.
The flow is edited	The observers.

Common questions

• Participant added mid-flow: if you edit the flow and add someone to the pending step, that person gets the action request right away. If you add someone to a later step, the person gets the request when that step starts. People removed from the flow get no notice.
• Document moved to another folder: moving one document does not send a notification. Moving several documents at once is a batch action. In that case, the Notify participants box in the dialog decides whether the participants get a notice.

Language

Signer sends each notification in the recipient's language. The languages are Portuguese, English and Spanish. Signer picks the language in this order:

1. The language set for the participant or observer in that document.
2. The user's language.
3. The instance's default language.

Through the API, the language field is on each flow action, each observer and each notifiedEmailsData item.

Reminders

A reminder is a new notice to someone who has not yet acted on a pending document.

• Automatic reminders apply only to organization documents. Personal accounts get no reminders.
• The organization administrator sets the interval in Automatic Reminders, in the Send every field. A value below 1 turns reminders off.
• If the organization sets no interval, Signer uses the instance default, the DefaultReminderPeriodInDays setting. The default is 3 days.
• Signer sends at most MaxNumberOfNotificationsForReminder reminders for each pending action. The default is 10.
• While the document is paused, Signer sends no reminders.
• You can also send a manual reminder with the Send reminder button.

Grouped notices

If a person has several pending documents at the same time, Signer sends one e-mail with the list. The MaximumItemsInBatchNotifications setting limits the list to 10 items by default. On other channels, such as SMS, Signer sends separate messages, spaced out in time.

Turning notifications off

You can turn notifications off in four places. Each place has a different reach:

• In the instance: the NotifyConclusion, DisableNotifyParticipantsOnDocumentDeleted and NotifyParticipantsOn... settings turn off the notice of one event for every document. The events table shows the effect of each one. See General settings.
• When you create the document through the API: disableNotifications turns off all of the document's notifications to participants. disablePendingActionNotifications turns off only the first step's action request and the welcome e-mail for new users. Use it when your application sends the signing link. See Document options and Batch signing.
• In an action through the API: on sign, approve or refuse, disableNotifications turns off the notices caused by that action. Those notices are the next step's request, the observer notices, the conclusion and the refusal. See Participant options.
• In a batch action on the screen: the Notify participants box decides whether the action sends notices. The NotifyParticipantsDefaultValue setting turns nothing off by itself. It only sets whether the box starts checked, and by default it does. See Batches settings.

The notifiedEmailsData addresses get only the conclusion notice. They get it even when the signature that concluded the document used disableNotifications.

Instance options apply to every organization. If you use Signer in the cloud (SaaS), ask Lacuna support to change them. If you run your own instance, see Signer settings.