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 opening bot works
Get email alerts the moment recipients open your altaFlow documents. The bot sends a notification to workflow admin, sender, filler, or any custom email address — perfect for sales teams tracking when prospects engage with a proposal, or legal teams monitoring when clients start reviewing a contract.
Use case example: Imagine you work for a law firm, and you frequently send legal contracts to clients for their review and signature. You want to ensure that you are instantly notified when a client opens a contract document to begin the review process.
How to set up
When does the bot work by default:
The Email on documents opening bot activates when the recipient opens the document.
Add the bot depending on your needs as described in this article. You may install this bot both in the step or in the All bots tab.
Find the Email on documents opening bot in the list of bots and click Install bot.
Action settings
Indicate the email addresses of recipient, select the ones from the address book or use Data variable to send a notification.
Additionally, you may send email to the workflow Admin, the one who sent documents for the filling out, or the document filler.
Edit the default reminder message if needed, or feel free to enter your own text.
Conditions
Set conditions to send opening notifications only in specific scenarios. Common use cases include:
VIP clients only: Alert reps only when a "Client tier" field equals "Enterprise" — filters noise from small-account activity.
Skip internal recipients: Add a "recipient email does not contain @yourcompany.com" condition to notify only when external clients open documents.
High-value contract opens: Trigger notification only when the deal amount exceeds a threshold (e.g., $25,000) — sales leadership gets the ping on big deals.
First-open detection: Combine with document tags to fire only on the first open (not re-opens) — great for engagement tracking without spam.
Learn more about bot conditions usage in the dedicated bot execution conditions article.
Advanced settings
Fine-tune how the bot sends opening notifications:
Run frequency: The bot fires each time the document is opened by default. If you only care about the first open, use a "document tag is empty" condition and add a tag on trigger.
Failure handling: If SMTP is unavailable, decide whether to skip silently (workflow proceeds) or stop the workflow for troubleshooting.
Document tags: Tag documents that triggered an opening notification (e.g., "opened-notified") — useful for building "warm lead" filters in your dashboard.
Learn more about adjusting Advanced settings in the bot setup glossary.