This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
How the Email on documents completion bot works
Send email notifications when altaFlow documents are completed. The bot delivers an email to your chosen recipient — workflow admin, sender, document filler, or any custom email — with optional attachments (completed documents as PDF/ZIP, or extracted field data as CSV).
Use case example: Imagine you work for a law firm, and you regularly send legal contracts to clients for their review, editing, and signature. To streamline the process and stay informed about the completion of contracts, you implement an Email on documents completion bot.
How to set up
When the bot works by default:
The Email on documents completion bot activates when a document is completed by recipients.
Add the bot depending on your needs as described in this article. You can add the bot between steps or use the All bots tab.
Find the Email on documents completion bot in the list of bots and click Install bot.
Alternatively, the bot is also available as a part of the steps settings. All you need is to access the required step settings, go to the Advanced settings, and toggle the Email notifications option.
Once enabled, there is no need to perform the bot installation additionally. However, in this case some options will be unavailable, for example: attachments and customized messages.
Action settings
Indicate to whom the email notification should be sent: workflow Admin, the one who sent documents for the filling out, or the document filler.
Additionally, you may send email to the email address from your address book or use +Data variable option to select the needed one.
Edit the default reminder message if needed, or feel free to enter your own text.
Decide whether the View Documents button should be added to the email which will lead to the corresponding document or not (applicable only if the recipient has an altaFlow account).
If you would like separate documents to be attached to the email, select the ones from the list.
If you would like the information from the separate fields to be added to the email as CSV file, select the ones from the dropdown.
Select the format in which the selected documents should be attached to the email: as a ZIP file or an original PDF one.
Conditions
Set conditions to send email notifications only in specific scenarios. Common use cases include:
Signed contracts only: Send email only when a "Status" field equals "Signed" — avoids notification noise on drafts or aborted sessions.
High-value alerts: Notify sales leadership only when the contract value exceeds $50,000 — keeps stakeholders informed about big deals without spam.
Region-based routing: Notify the EMEA team only when the country field is in "France", "Germany", or "UK"; route US docs to a different distribution list.
Skip on decline: Add a "decline reason is empty" condition to prevent notifications on voided or rejected documents.
Learn more about bot conditions usage in the dedicated bot execution conditions article.
If no condition is set, the bot sends a notification whenever a document is completed by the recipient.
Advanced settings
Fine-tune how the bot sends emails:
Run frequency: The bot fires once per workflow completion by default. Enable per-revision for iterative review flows where each round warrants a notification.
Failure handling: If SMTP is unavailable or the recipient address is invalid, choose whether to skip silently (workflow proceeds) or stop the workflow.
Document tags: Tag documents that triggered an email (e.g., "notification-sent") to build audit trails and avoid duplicate notifications.
Learn more about adjusting Advanced settings in the bot setup glossary.