When you prepare any document in CAS 360 you can pre-set document reminders for your client. This includes all Company Change Documents, Annual Reviews and even Trust Documents.
- Multiple reminders - You can pre-set up to 6 separate reminders for each document. Any Global Automated Document Reminders that apply to the company are added on top of these.
- Control when reminders are sent - You can select the date and time you want the reminders to be sent out.
- Email, SMS or Both - You can specify if you want to send reminders by email, SMS or both.
- Templates - You are also able to select which template you would like to use for sending the reminders.
- Send To - You are able to control who the reminders are sent to.
- Digital signing - CC and BCC recipients of the original document pack get their view-only link in reminders. See Reminders for documents sent for digital signing.
How does this work?
When preparing documents in the Document Production screen, click beside Download All or Send All and select Set-up automatic document reminders.
Please note
If selecting Send All, the system will go to the preview of the email. Accept the email at the bottom of the screen by selecting .
CAS 360 will open the Add Automated Document Reminders screen.
| Field | Explanation |
|---|---|
| Send On/At | Select the date and time you want the reminders to be sent out |
| Send Via | Specify if you want to send reminders by email, SMS or both |
| Email Template | Select a template from the Email Template screen |
| SMS Template | Select a template from the SMS Template screen |
| Send to | Select the contact(s) from the Global Contact screen. |
| Click to add another reminder. Users can add up to 6 reminders per set of documents. | |
| Click to delete the scheduled reminder. |
Click to create the Automated Reminder.
Documents with Document Reminders will display an icon in Documents/Company Documents.
Global reminders still apply
Reminders you set here don't replace Global Automated Document Reminders. Both apply. Any global reminders that apply to the company through its labels are added on top of the reminders you set here, so a document can have more than 6 pending reminders in total. After sending, check the document's reminders in the Pending Outbox and delete any you don't need. See How do I check for and remove duplicate reminders?
Manage Automated Reminders
Once the reminders have been created, they can be found in the Pending Outbox screen.
| From the Main Toolbar, head into Messages | |
| Select Pending Outbox |
From this screen, you can view all pending reminders, see when reminders are going to be sent, and change the details of the reminders or delete them.
Click on the reminder's Subject to quickly view the reminder details.
Beside a reminder, click .
- Select Edit to view and edit the reminder details.
- Select Delete to delete the reminder.
Advanced Filters
The Pending Outbox also has a range of filters:
| Filter | What it shows |
|---|---|
| Filter your Pending Outbox to display all the messages that are scheduled to be sent out to clients within the next day, week or month | |
| Filter the Pending Outbox to display only Email messages that are scheduled to be sent to clients within the next day, week or month | |
| Filter the Pending Outbox to display only SMS messages that are scheduled to be sent to clients within the next day, week or month |
Integrates with the Document Deadline Alert
On the Companies screen, companies with the Document Deadline Alert will show the details of the pending automated reminder.
Add automated reminders to existing documents
You can also add Automated Document reminders to documents that have already been created.
| From the Main Toolbar, head into Documents |
Beside the document, click and select Add Automatic Document Reminders.
This can also be managed from Company Documents.
Reminders for documents sent for digital signing
When you send a document pack for digital signing, CC and BCC recipients receive a view-only link to the pack. Document reminders, both manual and automated, now include that view-only link for CC and BCC recipients too:
- If a CC or BCC address on the reminder was also a CC or BCC address on the original document pack, that recipient's reminder includes their view-only link. Addresses are matched by email address, ignoring capitals and spaces.
- CC or BCC addresses that weren't on the original document pack still receive the reminder, but without a working link. Access to a document pack is set when it is first sent for signing and can't be extended afterwards.
- CC and BCC recipients only receive a reminder if they are included on that reminder. Automated reminders use the CC and BCC addresses in your Email Settings, including Always CC Partner contact(s) and Always CC Manager contact(s).
Signers still receive their own link to sign. This applies to all digital signing providers in CAS 360 (DocuSign, FuseSign, PleaseSign and Adobe Sign).
Reminders won’t be sent after lodgement
Once the document has been lodged or changed to a lodged status (such as annual review completed) the pending reminder will be disabled for the document and will not be sent. This ensures your clients are not sent reminders when they have already completed the document.
To stop reminders before the document is lodged, delete them in the Pending Outbox. See How do I stop reminders for a document I've already sent?
FAQs
How do I stop reminders for a document I've already sent?
Delete the document's pending reminders in the Pending Outbox:
- From the Main Toolbar, go to Messages > Pending Outbox.
- Find the pending reminders for the document. Click a reminder's Subject to view its details.
- Beside each reminder you want to stop, click Options and select Delete. To change a reminder instead, select Edit.
Delete every pending reminder for the document, including any added by Global Automated Document Reminders.
You don't need to delete reminders once the document is lodged. Reminders stop automatically when the document is lodged or changed to a lodged status. See Reminders won’t be sent after lodgement.
Do reminders set when sending a document replace global reminders?
No. Both apply. You can add up to 6 reminders on the Add Automated Document Reminders screen, and any Global Automated Document Reminders that apply to the company through its labels are added on top. A document can therefore have more than 6 pending reminders, and your client may receive reminders from both.
How do I check for and remove duplicate reminders?
- From the Main Toolbar, go to Messages > Pending Outbox.
- Find the pending reminders for the document. Click a reminder's Subject to view its details.
- Beside any reminder you don't need, click Options and select Delete.
You can also add reminders to a document from the Options menu beside the document in Documents or Company Documents.
If a company shouldn't receive global reminders at all, remove the label from the company. This doesn't clear reminders already created for documents you've prepared, so delete those in the Pending Outbox. Changing Select Labels in the global reminder settings affects every company with that label. See Global Automated Document Reminders.
Do CC and BCC recipients get a link in signing reminders?
Yes, if they were CC'd or BCC'd on the original document pack. Their reminder includes their view-only link. See Reminders for documents sent for digital signing.
Does CAS 360 charge for reminders?
CAS 360 does not charge for sending reminders or messages. Notifications and reminders can be sent to clients without any additional cost.