Notifications: who gets notified and how

Which notifications fynk sends by default, who receives them, and how to change them for your account, a template or a single document.

Written By Sebastian

Last updated About 3 hours ago

fynk notifies the right people when something happens to a document, from a new comment to an upcoming notice period. This article explains which notifications exist, who receives them, and where to change them.

Available on all plans · Configurable notifications: Essential, Business and Pro · Account defaults: Owner and Admin

Default notifications

Notification	Who receives it	When
Checkpoint approved, rejected or cancelled	Owners (internal)	When the checkpoint is decided or cancelled
Comment created	Owners (internal). Users mentioned with @ are also notified.	When a comment is added
Change proposed	Owners (internal)	When someone proposes a change
Document fully signed	All document members	When the last signature is added, with the signed PDF
Document moves to signing	Owners and Collaborators, internal and external	When signing starts
Signatory signed	Owners (internal)	When a signatory has signed the document
Party ready for signing	Owners and Collaborators, internal and external	When an external party clicks Approve for signing
Checkpoint approval required	Task recipients (the approvers of the current checkpoint)	When the checkpoint starts, with a reminder every 2 days until they decide
Signature required	Task recipients (the signatories)	When signing starts, with a reminder every 2 days until they sign or signing is cancelled
Document becomes effective	Owners and Collaborators (internal)	2 weeks before the contract start date
Document approaches notice period	Owners and Collaborators (internal)	2 weeks before the notice deadline
Document approaches renewal date	Owners and Collaborators (internal)	2 weeks before the renewal date
Document expires	Owners and Collaborators (internal)	2 weeks before the expiration date

The date-based notifications use the document's metadata, such as the contract end date and notice period. If a date is missing, no notification is sent. See Contract dates, durations and notice periods.

Who counts as a document member

You can target notifications at three groups of people on a document:

Owners: internal users who own the document, usually the person who created it.
Collaborators: internal or external people with access to the document who aren't owners or signatories.
Signatories: internal or external people who sign the document.

On an individual document, you can also select whole teams as notification recipients. Team recipients cannot be preset globally or in a template. Being assigned to a document's team does not by itself subscribe someone to notifications.

Change notifications

You can adjust who receives a notification, when it's sent and how often reminders repeat. Settings exist on three levels:

Account: Owners and Admins set the defaults in Account settings → Notifications.
Template: settings in a template apply to every document created from it.
Document: open the document and go to the notifications tab (bell icon). Changes here override the template and account settings.

The most specific setting wins: document over template, template over account.

To change an account default, click ⋯ on the notification to open Edit notification. A default you haven't changed shows "This setting is the system default". You can set:

Trigger: the event the notification is about.
Recipients: under Document members, choose None, All document members or Filter recipients. With a filter, pick the Roles (Owners, Collaborators, Signatories) and the Scope (Internal users, External users).
Trigger time: a Condition, such as 2 weeks before a date, or a Specific date.
Webhooks: the webhook targets that also receive this notification.

Click Save. To turn the notification off, click Disable this type.

Turn notifications off for a document

In a document, you can choose for each notification whether you receive it by email, in the app, or not at all. External signatories can unsubscribe from a document's emails with one click.

Your personal preferences

In User settings → Notifications, choose Email and Web (in-app) separately for notification types where those channels are available. You can adjust individual events, categories or All notifications. Use Selected account for account-specific preferences, or enable Use same settings for all my accounts. For export completion, find Documents → Document export completed. In-app notifications appear in your Inbox, together with your tasks. External people always receive emails.

Other ways to get notified

Tasks: create reminders for any date field, for example a price review. See Tasks: assign and automate follow-ups.
Calendar: add contract dates to your calendar. See Sync contract dates to your calendar.
Webhooks: send notifications to Microsoft Teams or other systems. Select the webhook targets for each notification in Edit notification. See Webhooks.

Good to know

Archived documents don't send notifications. Entering a termination date stops renewal and notice reminders and automatically calculates the expiration date.
Some emails can't be turned off, such as user invitations, document invitations and password resets.
The document's activity feed shows which notifications were sent and to whom.
fynk doesn't notify anyone when a colleague uploads a new document. To bring someone in, mention them with @ in a comment, or use a checkpoint.
The Document becomes effective notification uses the contract start date or the Effective date metadata field.
The Document fully signed email contains the signed PDF and a link to the document in fynk.

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