Communication
Keep clients informed throughout the document collection process with automated, professional communications. Effective communication increases response rates and reduces back-and-forth.
Email Notifications
Clients automatically receive email notifications at key moments in the process:
- New Request Email: Sent immediately when you create a request. Includes the request title, due date, your custom message, and a secure link to the portal. The email is branded with your logo and colors.
- Reminder Emails: Automatically sent based on your reminder schedule to clients who haven't completed their submission. Reminders include how many days remain until the due date.
- Submission Confirmation: Sent immediately after a client submits their documents. Provides a confirmation number and summary of what was submitted. Reassures clients that you've received their information.
- Revision Request Email: Sent when you mark a submission as needing revisions. Includes your feedback and instructions on what needs to be corrected or added.
- Approval Notification: Sent when you approve a submission. Thanks the client for their submission and confirms the process is complete.
- Due Date Extension: Automatically notifies clients when you extend their due date, reducing confusion and showing flexibility.
Custom Email Templates
Personalize email communications to match your firm's voice and brand:
- Template Editor: Access the email template editor from Settings → Notifications. Edit the subject line, body text, and call-to-action button for each email type.
- Dynamic Variables: Insert variables like {{client_name}}, {{due_date}}, {{request_title}}, and {{firm_name}} that automatically populate with the correct information for each client.
- HTML Formatting: Use rich text formatting including bold, italics, bullet points, and links. Add your brand colors and styling.
- Email Preview: Preview how emails will look before saving changes. Send test emails to yourself to see the final result.
- Multiple Languages: Create email templates in different languages for international clients. Select the appropriate language when sending requests.
- Tone Adjustment: Customize the tone from formal to casual based on your client relationships and industry norms.
Communication Tip: Keep emails concise and action-oriented. Clearly state what the client needs to do and by when. Include your contact information in case they have questions.