Auto Signature Reminder Email

Published on November 4, 2026 DRTE

Auto Signature Reminders: Guide

Overview: Every day, a flow finds E Signature Requests that are still waiting for a signature and emails the signer a reminder. This guide has two parts: Part 1 for admins (setup) and Part 2 for end users.

Part 1: Admin Setup

What This Feature Does

The flow uses these default rules:

1. The first reminder goes out 3 days after the request was sent, then every 3 days.
2. It sends at most 3 reminders per request.
3. It stops 1 day before the expiration date.
4. It stops when the request is Completed, Rejected or Cancelled, or when Reminders Enabled is unticked.
5. It emails the signer only. Nobody is copied.

Before You Start

1. The three fields (Reminder Count, Last Reminder On, Reminders Enabled) and the DRTE Settings field (Auto Signature Reminder Email Template Id).
2. The email template DRTE Auto Signature Reminder.
3. You need a verified Organization-Wide Email Address. It must match the value in Org Wide Email To Send Signature Request.

Step 1: Add the Template ID to DRTE Settings

1. Go to Setup > Email > Classic Email Templates (or Lightning Email Templates) and open DRTE Auto Signature Reminder. It is in the DRTE Email Template folder.
2. Copy its 18-character Id. You can read it from the template URL.
3. Go to Setup > Custom Settings > DRTE Settings > Manage.
4. Edit the org-level record and paste the ID into Auto Signature Reminder Email Template Id.
5. Check that Org Wide Email To Send Signature Request is filled in and matches a verified org-wide address.
6. Save.

Step 2: Show the Fields to Users

Option A: Page layout

1. Go to Setup > Object Manager > E Signature Request > Page Layouts and open your layout.
2. Drag Reminders Enabled, Reminder Count and Last Reminder On into a section such as "Reminders".
3. Set Reminder Count and Last Reminder On to Read-Only, because the flow fills them in. Leave Reminders Enabled editable.
4. Save.

Option B: Lightning record page

1. Open an E Signature Request, click the gear icon and choose Edit Page.
2. Add the three fields through a Record Detail component or a Fields section.
3. Save, and activate the page if prompted.

Step 3: Field Access

Add the three fields to the permission set your users already have, otherwise DRTE Extension Admin has these fields access with read and write:

1. Reminders Enabled: read and edit.
2. Reminder Count and Last Reminder On: read for users. Edit access is only needed for admins who correct or reset them.

Step 4: Activate the Flow

1. Go to Setup > Flows and open Auto Send Signature Reminders.
2. Check the schedule. It runs daily at 09:00 UTC.
3. Click Activate (if not active already).

Step 5: Test Before Going Live

1. Pick a test request with a contact whose email is your own.
2. Make sure it has:
3. Status = Sent For Signature.
4. Reminders Enabled ticked.
5. Reminder Count = 0.
6. Request Sent On at least 3 days ago.
7. Last Reminder On blank.
8. An expiration date more than 1 day away.
9. Wait for the flow to run on schedule.
10. Confirm that:
11. You got the email, from the org-wide address.
12. Reminder Count is now 1.
13. Last Reminder On is filled.
14. Run it again straight away. Nothing should send, because the 3-day gap has not passed.

Success: One email, count of 1, and no second email on the immediate re-run means the setup is working.

Monitoring

1. Create a report on E Signature Requests with Status = Sent For Signature. Show Reminder Count and Last Reminder On.
2. If reminders stop, check Setup > Paused and Failed Flow Interviews.

Common cause of failure: a wrong template ID or an unverified org-wide email address.

Part 2: End-User Guide

What Happens Automatically

When you send a document for signature and the signer has not signed, DRTE reminds them by email. You do not need to do anything.

1. The first reminder goes out 3 days after you sent the request.
2. Another follows every 3 days, up to 3 reminders in total.
3. Reminders stop one day before the expiration date.
4. The email has the document name, the due date and a button to open the signing page.

What You Will See on the Request

1. Reminder Count: how many reminders have gone out so far.
2. Last Reminder On: when the latest one was sent.
3. Reminders Enabled: whether reminders are on for this request.

Turn Reminders Off for One Request

1. Open the E Signature Request.
2. Edit Reminders Enabled and untick it.
3. Save.

Do this when you have spoken to the signer and do not want to chase them, or when the signer asked not to be emailed.

Turn Them Back On

Tick Reminders Enabled again. The reminder count carries on from where it was.

When Reminders Stop by Themselves

1. The signer signs, declines, or you cancel the request.
2. 3 reminders have been sent.
3. The request is within 1 day of its expiration date.
4. The signer's contact has no email address.

Need a Different Reminder?

1. Send one now: use the existing manual flow, Send E Signature Reminder Email, if you have access.
2. Give more time: change the expiration date on the request. If it is already expired or cancelled, create a new request instead.
3. Contact has changed: update the Contact on the request. Reminders go to the contact currently on the request.

FAQ

Knowledge Article Number: KA-00491