A Plexus user will receive email notifications at various points in the workflow, provided that they have email notifications enabled for their account. This guide provides a brief overview of the different notifications available in the system, and how users might be notified over the course of a standard workflow.

Before jumping into each individual email, it's important to note the following definitions:

Depending on what you're after, you may like to skip through to:

This guide will not cover notifications sent for custom applications and for Advertising Wizard.

Below is a list of the general emails that are sent out of Plexus.

All users receive a welcome email when they're first invited to join Plexus.

Individuals listed as administrators under notification settings will receive notifications whenever a new user signs up to the system.

Those administrators will be required to provide a user with their roles and business units.

A user who requests a password reset will receive an email notification with prompts on how to proceed.

This section will address the notifications received as part of a document workflow with Store a document or the Approve and eSign out-of-the-box applications.

Users uploading a file can choose to include a Review as part of the first stage of the document's workflow. In this case, any eligible user marked as a Reviewer in the system will be notified when the document reaches the Review stage of its workflow.

Eligibility to progress the Review stage change depending on the document's type.

When a Reviewer clicks Accept in the review stage, it is marked as reviewed. At this stage, the following users will be notified of the change:

When document is marked as rejected in the Review stage, the following users will be notified:

A document can be Sent for Approval once review is accepted.

When a document enters the Approval stage of a document workflow, the users listed in the current approve workflow round will be notified.

When a document has been Declined in the Approval stage, the following users will be notified:

When a document is fully approved, it automatically enters the sign stage of a document workflow. When the document enters this stage, the users listed in the current sign workflow round will be notified.

When a user signing a document declines to sign, the following users will be notified:

When you finish editing a document, you may be asked to Notify other users of editing session.
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When you click Notify other users of editing session, the following users will be notified:

When a document is saved without tracked changes, you automatically publish a new version of the document from the approve or sign workflow rounds. In this case, the following users will be notified:

When you upload a new version to your document, the following users will be notified:

For items that you have sent Out for approval or Out for signature, you can Send a reminder from your dashboard notifications panel.

Start by updating your filters to Out for signature or Out for approval.

The notifications list will show a range of files that you've sent for approval or signature, and you'll have the option to Send a reminder to users in the current approve or sign workflow round that have not actioned the document.

Approvers and signers can also be reminded to action a document from the document details page. The same rules as above apply.

When a document is delegated to another person, the user who no longer needs to approve will be notified about the change. The approver is notified regardless of what stage the document is in. The new approver who was delegated the work will receive the notification only when it's their turn to approve the document.

When a document is delegated to another person, the user who no longer needs to sign will be notified about the change. The signer is notified regardless of what stage the document is in. The new signer who was delegated the work will receive the notification only when it's their turn to sign the document.

When a user is removed from an approval workflow, the user who has been removed will be notified about the change. Users removed from upcoming rounds will not receive a notification.

When a user is removed from a signing workflow, the user who has been removed will be notified about the change. Users removed from upcoming rounds will not receive a notification.

When internal comments are left on the Activity Feed, the following users will be notified:

Where any users listed on the approve or sign workflows are external, those comments need to be marked as external in order for that external user to see it.

Shared users who are external to your organisation will not email receive notifications about new comments added to the file, regardless of whether the comments are marked as internal or external. External comments are only visible to external users when they view the document.

When internal comments are responded to on the Activity Feed, the following users will be notified:

In this case, where any users listed on the workflow are external, the original comment needs to be marked as external in order for that external user to see its replies.

Shared users who are external to your organisation will not email receive notifications about new replies added to comments, regardless of whether the comments are marked as internal or external. External comments and their replies are only visible to external users when they view the document.

When a document is fully executed in Plexus, the following users will be notified via email:

Note that approvers will not receive a notification once a document has been executed.

When a document is executed, and the file size is under 20MB, Plexus will attach a copy of the signed document to this executed document email. You may need to manually share the document with any external users wishing to view an executed document that's over 20MB in size.

Custom notifications can be sent from within Plexus, either when uploading a document or through custom Alerts on the document details view.

The recipient of these notifications is defined in the app.

Users uploading a file can choose nominate an individual that receives an email once that document has been executed. In this instance, the following users will be notified via email:

Where a custom executed notification lists a signer, this email will replace the default executed notification, ensuring that the signer does not receive a double up of emails.

When a document is shared, the users it was shared with will receive a notification, including any external users.

When a document is deleted, the following users will be notified:

This section addresses the types of email notifications received when you use the Request legal support application.

A newly created matter will create email notifications for triaged lawyer or default triage recipients as indicated in your company's matter management settings.

A new matter assignee will be notified via email.

When the matter status is changed, the following users will be notified with the exception of the person who made the change:

48 hours before the nominated matter due date, the following users will be notified with the exception of the person who made the change:

New comments in a matter's activity feed will be shared as a notification with:

New responses on comments in a matter's activity feed will be shared as a notification with:

Promotion Wizard users receive the following default emails.

The user who submitted a promotion to the Legal team will receive a confirmation email.

After you submit a promotion using the Promotion Wizard, we'll send you an email to ask you about your experience.

You can opt into reminder emails after submitting a promotion in Promotion Wizard. Where you have opted in, we will send you periodic notifications based on the specific date details you submitted alongside to your promotion (ie prize draw dates). In this instance, the person who submitted the promotion will receive email reminders on these important dates.

Want to learn more about notifications? Reach out to [email protected] for further assistance.