Setting Up Contract Reminders and Alerts

1. Inviting and setting up your team

2. User roles

3. Creating automated templates

4. Generating contracts from automated templates

5. Collaborating on templates and projects

6. Negotiating contracts

7. Using e-signatures

8. Using Precisely’s contract archive

9. Monitoring, reminders, and alerts

Automated reminders help you keep track of important dates and follow-ups related to your contracts. You can configure reminders in templates, set reminders for existing documents, and use conditions to control when a reminder should be sent.

Reminders can be set up for contract milestones, such as an upcoming renewal date, or to prompt users to take action at a specific time.

Set up reminders for any event in the contract lifecycle and receive alerts via email or connect Precisely reminders with your work calendar.

How do automated reminders work?

Date references are used as triggers for automated reminders. For example, if your template contains a reference to an agreement's effective date, you can configure a reminder to be sent a specified number of days before, after, or on that date.

You can also use system-generated date references, such as the project creation date, as triggers or in reminder messages.

You can also use a date formula in automated reminders. Learn more about formulas.

Automated reminders for template documents

To create an automated reminder for a template document:

1. Click Templates in the top menu.
2. Select the template you want to edit.
3. Open the document's options and click Reminders.
4. Fill in the reminder details and click Save.

Automated reminders for uploaded files and upload slots

You can also configure automated reminders for uploaded files and upload slots, such as existing third-party contracts following the same instructions. 

Creating conditional reminders

You can configure reminders in your templates to be added only when certain conditions are met during drafting. This allows you to tailor reminders to the specific contract, rather than adding the same reminders to every document created from a template.

For example, you could configure a reminder to be added only when the contract value exceeds a certain threshold, or when a specific team is drafting the contract.

How to create a conditional reminder

1. Click Templates and select the relevant template.
2. Open the reminder settings and add a new reminder or edit an existing one.
3. Enable the Only send if… toggle.
4. Add the conditions that must be met for the reminder to be added to the drafted document.
5. Click Save.

Good to know: When a new document version is published in a project, reminders are updated based on the latest answers provided in the questionnaire. If the answers change, a reminder can be added or removed depending on whether its conditions are met.

Setting up recurring reminders

You can configure reminders to repeat at regular intervals, either in a template or directly on an existing document.

Recurring reminders are useful when you need to follow up on an action regularly, such as checking an agreement's status or reminding a team about upcoming obligations.

Set up a recurring reminder in a template

1. Open the relevant template under Templates.
2. Open the reminder settings for the template document or, if you are configuring an intake or archiving workflow, the relevant item in the Uploaded files section.
3. Select the Repeat this reminder checkbox.
4. Choose how often the reminder should repeat. You can select days, weeks, months, or years and specify the interval, such as every 2 weeks or every 3 months.
5. Choose when the recurring schedule should end:
   • Never: The reminder continues repeating without a set end date.
   • On a specific date: The schedule ends on the selected date.
   • After a number of times: The schedule ends after the specified number of occurrences.
6. Click Save.
   

    

The recurring schedule will be applied automatically to documents created from the template.

You can also configure recurring reminders on documents that have already been drafted in its project or from its overview page in the Archive.

Creating reminders on existing documents

You can create reminders directly on documents that have already been drafted by accessing them through either Draft & Sign or the Archive.

To create a reminder, choose one of the following pathways:

• Through Draft & Sign: Open the project containing the document and click Reminders in the document options.
• Through the Archive: Open the relevant contract and click New reminder in the Reminders section.

Fill in the reminder details and click Save.

The users you select will receive email alerts at the scheduled date and time.

Schedule a sent reminder again

If a reminder has already been sent and you want to postpone it or schedule another reminder, use the Schedule again option.

To reschedule a reminder:

1. Open the reminder that has already been sent.
2. Click Schedule again.
3. Choose when the next reminder should be sent. You can select a specific date and time or use one of the quick options to schedule it for 1 day, 1 week, 1 month, or 1 year later.
4. The new reminder will be added to the document.

Viewing upcoming reminders

Reminders scheduled within the next 31 days appear in the Upcoming reminders section on your Precisely home page. This helps you keep track of upcoming contract-related actions and follow-ups.