Scheduled Documents & Reminders

SignNXT automatically schedules reminders and expiry warnings for your pending documents. View all upcoming scheduled actions in the Scheduled folder and dashboard widget.

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What Are Scheduled Documents?

Scheduled documents are documents with upcoming automated actions:

Scheduled Actions:

• 📧 Reminder Emails - Automatic reminders to signers who haven't signed
• ⏰ Expiry Warnings - Warnings sent 3 days before document expires
• 🚫 Auto-Expiration - Documents automatically voided on expiry date

Benefits:

• Automatic follow-ups (no manual work)
• Never miss expiry deadlines
• Keep signers informed
• Improve completion rates
• Reduce manual tracking

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Scheduled Folder

The Scheduled folder shows all documents with upcoming actions:

Location:

• Main navigation sidebar
• System folder (cannot be deleted)
• Shows documents from all folders

What's Shown:

• Documents with pending reminders
• Documents with upcoming expiry warnings
• Documents approaching expiry date
• Next scheduled action for each document

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Automatic Reminders

How Reminders Work

When you send a document with reminders enabled:

First Reminder:

1. Document sent to signers
2. Reminder scheduled based on settings (e.g., 3 days)
3. If signer hasn't signed, reminder email sent
4. Reminder marked as sent in system

Recurring Reminders:

1. After first reminder, recurring reminders scheduled
2. Sent at specified interval (e.g., every 2 days)
3. Continues until signer completes or document expires
4. Maximum reminders respected (if set)

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Reminder Settings

Configured When Sending:

• First reminder delay (e.g., 3 days after sending)
• Recurring reminder interval (e.g., every 2 days)
• Maximum reminders (optional limit)

Example:

Document sent: January 1
First reminder: January 4 (3 days later)
Recurring: January 6, 8, 10, 12... (every 2 days)

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Reminder Emails

What Signers Receive:

• Subject: "Reminder: [Document Name]"
• Friendly reminder message
• Direct link to sign document
• Deadline information (if expiry set)
• Sender information

Timing:

• Sent at scheduled time
• Only to signers who haven't signed
• Respects sequential signing order
• Stops when signer completes

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Expiry Warnings

How Expiry Warnings Work

For documents with expiry dates:

3-Day Warning:

1. Document has expiry date set
2. Warning scheduled for 3 days before expiry
3. Warning email sent to pending signers
4. Reminds them of approaching deadline

Example:

Document expires: January 15
Warning sent: January 12 (3 days before)

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Expiry Warning Emails

What Signers Receive:

• Subject: "Urgent: Document Expiring Soon"
• Expiry date prominently displayed
• Days remaining highlighted
• Direct link to sign immediately
• Consequences of expiry explained

Purpose:

• Create urgency
• Prevent document expiration
• Give signers final chance
• Improve completion rates

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Auto-Expiration

How Auto-Expiration Works

When a document reaches its expiry date:

Automatic Actions:

1. Document status changed to "expired"
2. All pending signers notified
3. Document moved to Expired folder
4. No further signing allowed
5. Audit log entry created

What Happens:

• ❌ Signers can no longer sign
• ❌ Reminders stop
• ✅ Document preserved (not deleted)
• ✅ Partial signatures retained
• ✅ Audit trail maintained

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Expiry Notification

What Signers Receive:

• Subject: "Document Expired: [Document Name]"
• Explanation that deadline passed
• Information about partial completion
• Contact information for sender
• No action required

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Viewing Scheduled Jobs

Scheduled Jobs Dashboard

View all upcoming scheduled actions:

Location:

• Dashboard page
• "Scheduled Jobs" widget
• Shows next 7 days

What's Displayed:

• Upcoming reminders
• Upcoming expiry warnings
• Scheduled date and time
• Document name
• Signer information
• Action type

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Scheduled Job Details

For Each Scheduled Action:

• Title: "Reminder: [Document Name]" or "Expiry Warning: [Document Name]"
• Description: Signer name and email
• Scheduled For: Date and time of action
• Document: Link to document
• Type: Reminder or Expiry Warning

Sorting:

• Sorted by scheduled time (soonest first)
• Easy to see what's coming next
• Plan your follow-ups accordingly

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Understanding Scheduled Actions

Document Status Indicators

In the Scheduled folder, each document shows:

Next Scheduled Action:

• "Reminder in 2 days"
• "Expiry warning tomorrow"
• "Expires in 5 days"

Visual Indicators:

• 🔔 Reminder icon
• ⏰ Expiry warning icon
• 🚫 Expiration icon

Color Coding:

• Blue: Reminder scheduled
• Orange: Expiry warning scheduled
• Red: Expiring soon

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Best Practices

Setting Reminder Intervals

Recommended Settings:

For Urgent Documents:

• First reminder: 1 day
• Recurring: Every 1 day
• Expiry: 7 days

For Standard Documents:

• First reminder: 3 days
• Recurring: Every 2-3 days
• Expiry: 14-30 days

For Non-Urgent Documents:

• First reminder: 5-7 days
• Recurring: Every 5 days
• Expiry: 30-60 days

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Expiry Date Guidelines

When to Set Expiry:

• ✅ Time-sensitive contracts
• ✅ Compliance documents
• ✅ Temporary authorizations
• ✅ Event registrations
• ✅ Limited-time offers

When NOT to Set Expiry:

• ❌ Permanent agreements
• ❌ No deadline documents
• ❌ Internal documents
• ❌ Reference materials

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Monitoring Scheduled Actions

Regular Checks:

• Review Scheduled folder weekly
• Check dashboard widget daily
• Monitor completion rates
• Adjust reminder settings if needed

Red Flags:

• Many documents approaching expiry
• Low response to reminders
• High expiration rate
• Signers not receiving emails

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Troubleshooting

"Reminders not being sent"

Possible Causes:

• Reminders not enabled when sending
• Email delivery issues
• Signer already signed
• Document expired

Solution:

1. Check document reminder settings
2. Verify signer email address
3. Check spam/junk folder
4. Contact support if persistent

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"Expiry warning not received"

Possible Causes:

• No expiry date set
• Less than 3 days until expiry
• Email delivery issues
• Signer already signed

Solution:

1. Verify expiry date is set
2. Check if warning already sent
3. Verify signer email address
4. Check spam/junk folder

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"Document expired unexpectedly"

Possible Causes:

• Expiry date set too soon
• Signers didn't respond to reminders
• Timezone confusion

Solution:

1. Check expiry date when sending
2. Set longer expiry periods
3. Send more frequent reminders
4. Contact signers directly if urgent

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"Scheduled folder is empty"

Possible Causes:

• No documents with pending actions
• All reminders already sent
• No documents with expiry dates
• All documents completed

Solution:

• This is normal if no scheduled actions
• Send documents with reminders enabled
• Set expiry dates on documents
• Check dashboard widget for upcoming actions

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Frequently Asked Questions

Can I manually send a reminder?

Not currently. Reminders are sent automatically based on your settings. However, you can resend the document link manually via email.

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Can I cancel scheduled reminders?

Reminders stop automatically when the signer completes or the document expires. You cannot manually cancel individual reminders.

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Can I change reminder settings after sending?

No, reminder settings are locked when you send the document. You'll need to void the document and resend with new settings.

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What timezone are scheduled actions in?

Scheduled actions use UTC timezone internally but are displayed in your local timezone in the dashboard.

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How many reminders will be sent?

Reminders continue until the signer completes, the document expires, or the maximum reminder count is reached (if set).

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Can I see reminder history?

Yes, check the document's audit log (contact support) to see all reminders sent, including dates and times.

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Do reminders respect sequential signing?

Yes, reminders are only sent to the current signer in the sequence, not to future signers.

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What if a signer never receives reminders?

Check their spam/junk folder first. If still not receiving, verify the email address is correct and contact support.

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