Email on Documents Opening

Star Rating
1209 students
15 minutes
Tired of wondering if recipients have reviewed the documents you’ve shared with them? Learn how to stay in the loop on the status of your documents and get them completed quickly and easily.
Email on Documents Opening

About this course

This course explains how to avoid delays and lost documents in your day-to-day operations. You’ll find out how to make your document workflows transparent, move to the document completion stage faster, and confirm if the documents you’ve sent were reviewed.

By the end of this course, you'll be able to automate and personalize email notifications to highlight the most important updates for yourself or your recipients.

What’s included?

lessons to explain how to confirm if your documents were opened
quiz to consolidate your knowledge & test new skills
badge to showcase your new skills

What will you learn?

How to decide who to inform once specific documents are opened
How to personalize a notification message to make it stand out
How to adjust when email notifications should be sent

Who is this course for?

Anyone interested in establishing greater transparency and control over documents
Anyone looking to track updates and check the status of documents
Those who want to advance their career with new skills

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What our students say


Review from Capterra platform

The different courses are well defined, easily searchable, and the titles are useful. The content can get a bit long, and theoretical from time to time but mostly they try to keep it to bite-sized chunks with small quizzes to help you retain what you just read.


Review from YouTube

I’ve taken 20 airSlate Academy courses. These courses helped me create a workflow and generate business. The biggest skill I’ve learned is how to integrate data from other platforms into my workflow.


Review from G2 platform

airSlate Academy offers free courses in business process and workflow automation innovatively. The courses are well-researched and presented. Easily understood by a noncore IT audience.

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Stay one step ahead with automated email notification capabilities

Setting up an automaton via email notification is the basis for any automation workflow. Doing so helps you control every step of your multi-level workflow from increasing productivity to getting rid of labor-intensive processes. Email reminders are key to easily keeping up with your team’s updates. The worst thing that can happen (other than losing the deal) is the deal slowing down because people aren’t completing their roles. If you are like millions of other businessmen and women out there you’re ready to increase process efficiency. This article introduces you to the airSlate Academy and the Email Notification Bot and how to use it.

Who would benefit from an email notification training course?

Anybody interested in automating document workflows that involve multiple parties would benefit from a course that teaches them how to use Bots for sending notifications. This course is for you if you want to learn how to:

  • Receive/send updates instantly
  • Automatically notify interested parties on all changes
  • Eliminate wasted time usually spent creating Gmail notifications
  • Focus on more critical tasks
  • Eliminate routine steps

How can auto notifications help my business?

Let's imagine you sent a contract to a client. All the details are already agreed upon and all that's left is for the client to execute it and get it back to you. To prevent anyone from forgetting their role, you track the status of the document. The reality is, even if you have a comprehensive audit trail, checking every step manually is a waste of time and takes a lot of your energy.

A pre-set email notification that’s sent to each party after certain roles have been completed is exactly what our above scenario needs. Each notification should include the actions that occurred along with the document they occurred to and the person’s name who did it. When your processes have routine auto notifications, things get done smoothly.

What does the course consist of?

The course combines the theory and practice behind enhancing workflow automation with automated emails. Each bit of information can easily be taken and applied right to an airSlate WorkFlow in real time.

After completing the course, you’ll receive a certificate confirming your knowledge in business-level automation. Easily add it to your resume to show off your skills. Continue your education and jumpstart a career as an Automation Architect or Business Process Analyst.

Take the Academy’s other courses to improve your understanding of how automating workflows improves the way businesses operate. As of now, there are over 12 different courses that teach you valuable information like how to transfer data between different systems of record, send a form for filling out to multiple recipients and how to set conditional role-based fields.

How to automate notification settings in 3 simple steps

  1. Install the Email Notification bot to your document.
  2. Configure the bot’s settings.
  3. Click Apply and see it in action.

Get your document rolling without extra workflow automation software. airSlate WorkFlow is a no-code platform built for everyday office workers looking to make their jobs easier.

There are three different settings available while setting up this bot:
  • General
  • Bot conditions
  • Advanced

Using the email notification settings to choose who sees the notifications and when. Use simple if-this-then-that conditions to automate email notifications in the document.

How to avoid overwhelming recipients with Gmail notifications

Your recipients are like you in the sense that they don’t like pointless notifications in their inbox. When setting up an email notification be considerate and only apply relevant conditions, e.g., if the document is opened on a certain date or by a specific person. Limit the number of notifications sent to something that gets the job done without annoying anyone.

How to create a helpful email notification that comfortably keeps everyone in the loop

With airSlate WorkFlow, you can customize your email notification in a way that delivers results. Put our advice below to use, and start building more effective messages.

  1. Write a short but informational title. The title should be short but also immediately explain the message’s purpose. Include things like the name of the document and the signer(s) involved.
  2. Break the body into paragraphs. If your text is going to have more than 4-5 sentences, break it into paragraphs.
  3. Make sure the instructions are clear. Each recipient should know what you want them to do without them having to guess.
  4. Use the right tone of voice. Keep in mind that your recipients are probably busy. Just like you. Use a tone of voice that is positive and energetic. Avoid being boring or demanding.

Enroll in the airSlate Academy for free and start automating workflows of any complexity from the bottom up!

Questions & answers

Here is a list of the most common customer questions. If you can’t find an answer to your question, please don’t hesitate to reach out to us.
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Most companies use specialized email marketing services or develop their own. Usually, they aren't very customizable, so people often run into problems, such as getting their inboxes spammed with lots of useless messages sent by these services. This problem can be easily solved with airSlate WorkFlow: add the appropriate email bot to your automated process (workflow) and define set conditions to receive only high-priority mail. Automate notifications and be free of spam.

Bots operate as robotized digital assistants that automatically perform your everyday tasks based on specific conditions. They can transfer data between multiple record systems, pre-fill forms, or send notifications. For example, an email opening notification is a simple example of bot email settings and functionality.

An email bot is an automated tool that can deliver responses to recipients. Using pre-defined conditions, it can define a recipient, choose a text message, and change attachments. Combined with email opening notification functionality, it becomes a powerful marketing tool that helps you get more leads to read your messages.

You can find this ready-made bot in airSlate WorkFlow. There’s no need for coding. When designing a workflow, find it in the All bots list and install it with the relevant button. To configure the bot, specify who it should notify on document opening, conditions when it should activate, and how often you want it to run. If properly configured, you’ll get a customized workflow that works as you need.

To make your bot email service work, you need to use specialized services for creating bots from scratch or code them from the very beginning. Using airSlate WorkFlow is a faster and more affordable way to do so. It’s a no-code solution that uses ready-made bots for daily routine task automation. Just add the appropriate bot to your workflow, set up conditions for its activation, and voila! You can automate notifications as you need them.

With airSlate WorkFlow, sending attachments with a preset notification is quick and straightforward. Click Start in your Workspace and choose the Send documents option. Upload the required document or select one from the platform’s form library. Once all the necessary changes are made and fields assigned to particular parties, add recipients, customize messages for them, provide the sending conditions, and set up notifications.

airSlate WorkFlow lets you know when your recipient opens a sent document. To achieve this, start with designing a workflow. First, you need to add a document, customize it to your process requirements, assign fields to specific recipients, and add their email addresses. Then, add the Email on documents opening bot to your workflow and specify the conditions for it to act. This way, all workflow participants will know when the recipients opened the form and started working on it. To learn more about automating notifications, consider enrolling in the airSlate Academy courses and learn how to benefit more from powerful business process automation.

Our platform offers various no-code bots to ensure the smooth operation of business processes. Email on document opening and Email on document completion are two bots that automatically notify workflow participants about people starting or finishing work on sent forms. Also, in the Integration category, you can find bots for sending these notifications to particular people in your CRM/ERP systems (for example, to Salesforce or NetSuite contacts). You can learn more about the different types of bots and their configurations at the airSlate Academy.