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 Send custom reminder bot works
Send custom reminder emails about an altaFlow document to anyone — even people outside the workflow. The bot lets you notify account managers, legal reviewers, or external supervisors about a sent document with an optional one-click view link, on a schedule or delay from the send date.
Use case: Your sales team sends a signed contract to a client, and you also want your account manager to review the executed document — but they are not a signer or workflow recipient. Set up the bot with the account manager's email, a custom message like "Please review the executed contract with {Client name}", enable Attach link to review document, and set a delay of 3 days from the date the document was sent. The account manager will get an email with a one-click link to open the document. No need to add them as a workflow participant.
How this bot differs from other reminder bots
Unlike Remind recipients to complete documents (which targets recipients of a specific Step and reminds them to complete a document) and Remind to run workflow (which reminds users to execute a new workflow), the Send custom reminder bot is designed to remind anyone — including people outside the workflow — to view an already-sent document.
Use it when:
The reminder needs to go to a stakeholder who is not a workflow recipient (e.g., an account manager, legal reviewer, supervisor, external partner).
You want to give the recipient optional one-click access to the document via an attached link.
The timing should be calculated from the moment the document was sent, not from the moment a Step's conditions are met.
How to set up
When does the bot work by default:
Add the bot depending on your needs as described in this article. You may install this bot between the steps or using the All bots section.
Find the Send custom reminder bot in the list of bots and click Install bot.
Action settings
Add recipients the reminder should be sent to. It can be both the initial recipients of the documents or any other ones.
Edit the default reminder message if needed or feel free to create your own text.
Decide whether the link to view the document should be attached to the email or not.
If the document you are sending a reminder for requires immediate action, attaching a link to view it in the email can make it more convenient for recipients to access and complete the document.
4. Decide when you want the reminders to be sent:
- On delay — if the documents are not completed after some time
- On schedule — set the date and time for when the reminders will be sent
- On exact day — set the exact date and time for when the reminders will be sent.
Specify the interval between each new reminder.
Decide when it's best to stop sending reminders:
Never (if you don't want to stop sending reminders)
On exact date (if you want the bot to stop sending reminders on an exact date)
After number of repeats (the bot will stop sending reminders once the limit you indicated has been reached)
When sending reminders on schedule, customize the following:
Select month(s), days of the month, and days of the week
Choose a time and the time zone
Adjust the time interval between the reminders
Conditions
Set conditions to send custom reminders only in specific scenarios. Common use cases include:
High-value contracts only: Notify account managers only when the deal value exceeds a threshold (e.g., $25,000) — critical clients get white-glove attention.
Signed-status routing: Send review reminder to legal only when a "Status" field equals "Signed" — avoids reviewing drafts.
Region-based reviewers: Send reminder to the EMEA legal team only when the country field is in "France", "Germany", or "UK"; route others to US legal.
Skip on decline: Add a "decline reason is empty" condition to prevent reminders on voided or rejected documents.
Learn more about bot conditions usage in the dedicated bot execution conditions article.
Advanced settings
Fine-tune how the bot sends custom reminders:
Run frequency: Reminder scheduling is set in Action settings (delay, on-schedule, exact day). Advanced settings here control retry behavior across the scheduled window.
Failure handling: If SMTP is unavailable at the scheduled reminder time, choose whether to skip silently and wait for next window, or halt the schedule for admin review.
Document tags: Tag documents with active custom reminders (e.g., "custom-reminder-active") so you can filter your dashboard and audit engagement patterns.
Learn more about adjusting Advanced settings in the bot setup glossary.