Personalised messages are optional notes that allow you to contextualise and personalise requests to each recipient in your workflow for review, approve and sign requests when uploading documents to Plexus. With workflow messaging, you can:
Speed up your document's workflow by letting stakeholders know of the context, purpose and action required for your document
Personalise the review, approval and signature process, ensuring that your document stands out in a crowded inbox
Reduce double handling and follow up by capturing all they need to know without leaving the platform
Workflow messages are added to the email notifications that are automatically sent when it's time for someone to review, approve or sign a document.
This guide will list out the steps for:
Creating personalised messages for the review stage
Click into your Approve and eSign app to upload your document to Plexus. Personalised messages for the review stage are set up at Step 2 of the process when defining the document workflow.
If your review workflow lists default reviewers, then you can send a message to all default recipients for your workflow.
To send a message to default recipients, click Add message. Write your message to be included in the review request, then click Save.
You will see Message added in blue once your message has been saved. You can click the button again to modify your content as needed.
If you initiate a delegation that lists individual people in the review stage, you will have the option to message those individuals on a per-case basis.
For delegation rules that list specific people to review a document, there is a messaging icon to the right of each recipient.
Click the icon to create your message, then click Save.
The icon will turn blue once your message has been saved. You can click the button again to modify and re-save your content as needed.
Creating personalised messages for the approve and sign stages
You can also add personalised messages for the approvers and signers listed on your document workflow. Personalised messages can be added to the approve and sign stage on a per-recipient basis.
For both the approve and sign stages, there is a messaging icon to the right of each recipient.
This will turn white once you have added the name of the recipient to the relevant stage.
Click the icon to create your message, then click Save.
The icon will turn blue once your message has been saved. You can click the button again to modify and re-save your content as needed.
Once workflow messages are added to the workflow, finalise the upload process by adding signature locations and adding document alerts. The workflow messages will be automatically sent at each user's designated point in the workflow.
Underlying logic for workflow messages
Once a document is uploaded to Plexus, the message will be automatically sent to each recipient at the designated point in the workflow. There are a range of scenarios that may impact the sending of workflow messages and you may like to take into consideration:
Restarting a workflow
If a user receives a document to review, approve and sign, and if for any reason, that document is later declined, published or sent for review by another person, then the workflow may need to be re-sent to someone who has seen the work previously.
If the recipient of a workflow message has received a message previously and the workflow restarts, that recipient will not receive the same message a second time.
If a document workflow is paused, then the recipient will still receive a workflow message when the workflow is resumed, provided that they have not seen the message previously
If a document workflow is cancelled, then all workflow messages will be removed when the workflow is restarted
Editing a workflow
If a workflow is edited but the changes don't affect the recipient of a workflow message, that recipient will still receive the workflow message at the designated point in the workflow
If the recipient of a workflow message is moved between workflow rounds, then they will still receive a workflow message provided that they have not seen the message previously
If you delegate the recipient of a workflow message, then the new recipient will not receive a workflow message
If the recipient of a workflow message is deleted from the workflow, then they will not receive a message
Sharing a document
If the recipient of a workflow message has the same file shared with them, they will only receive their custom workflow message at their designated point in the workflow, and it is recommended that you add an additional message for context when sharing your file, if required.
You cannot edit the content of the message once the document is uploaded to Plexus.
Need help with workflow messages? Message [email protected] or use the Live Chat icon to ask a question.