Getting Started with Automated Reminders

Published: May 28, 2026

Automated Reminders is SmartVault's newest flagship feature, designed to make Request Docs and SmartRequestAI stronger core workflows. Automated Reminders allows firms to set up notification cadences — sequences of scheduled emails sent to clients triggered by specific events, such as sending a Request Docs. Two default templates are available out of the box: one for the Request Docs workflow and one for the SmartRequestAI workflow. Automated Reminders reduces manual follow-ups and ensures clients complete requested tasks in a timely manner through automated reminder emails.

This guide covers how to navigate the Automated Reminders Settings Page, edit and create templates, and manage cadence statuses within the Doc Request workflow.

Navigating to the Automated Reminders Settings Page

The Automated Reminders Settings Page is where firms can view, edit, and create cadence templates. To navigate there, follow the steps below.

1. Click your initials in the upper right corner of SmartVault and select Settings.
2. Under the Account Settings header, select the new field labeled Reminder Cadences. It is the third field from the bottom of that section.
3. You have successfully navigated to the Automated Reminders Settings Page.

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Editing a Cadence Template

To edit a cadence template and get to the Edit Reminder Cadence Page, follow the steps below.

1. Click the ellipsis (...) in the row of the template you would like to edit in the Automated Reminders Settings Page.
2. Select Edit to navigate to the Edit Reminder Cadence Page.
3. From this screen, you can rename your template under Cadence Name.
4. Click the ellipsis (...) in one of the reminder cadence rows and select Edit. This will open a side panel labeled Edit Reminder Email where you can:
   • Modify the reminder cadence (Send after (days))
   • Change the Email Subject
   • Customize the Email Body
5. Select Save to apply your changes to the email reminder.
6. Select Save Changes to confirm your updates to the template.
7. To create a new email reminder, select Add. This will bring you back to the side panel labeled Edit Reminder Email, where you can fill out the fields previously listed in step 4.
8. Select Save to add the new email reminder, then Save Changes to confirm your updates to the template.

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Creating a New Cadence Template

To create a new cadence template follow the steps below.

1. On the Automated Reminders Settings Page select New Template, which will take you to the Add Reminder Cadence Page.
2. Under Cadence Name, enter a title for your template.
3. Select Add, which will open the Edit Reminder Email side panel.
4. Complete the fields as needed, then select Save Changes to add this as a new template in the Automated Reminders Settings Page.

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Managing Cadences in the Doc Request Workflow

Now that you know how to create and edit templates, let's look at how cadences appear and are managed within the Doc Request workflow. Within the Doc Request Dashboard, you will notice a new Cadence Status column. The statuses that can appear are as follows:

None

No reminders have been set for that document request.

Active

The document request is still pending and there are reminder cadences remaining in the queue. To manually end the cadence and change the status from Active to Complete, click the ellipsis (...) in the relevant row and select Remove from Cadence.

Opt-Out

The client has been opted out of automated reminders by the firm. There are two ways a firm can opt a client out — during client creation or from the Client Management Page. Follow the steps for whichever workflow applies.

During Client Creation

1. During the Client Management workflow, navigate to the new Automated Reminders field.
2. Select Opt this client out of automated reminders.
3. Complete the rest of the client creation workflow as normal.

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From the Client Management Page

1. From the Client Management Page, select the client you would like to opt out by double-clicking on their name.
2. Click Edit on the Client Details page.
3. Select Opt this client out of automated reminders.
4. Save your changes.

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Completed

A cadence is marked as Completed in one of two scenarios:

• The client has submitted the document that was requested.
• All reminders in the cadence have been sent without the client attaching the requested document. In this case, the firm will be notified that the cadence has ended without a response.

Linking a New Cadence Template to a Request Template

To link a Cadence Template to a Request Template, follow the guide below.

1. Open the Doc Request Page and select View Templates. This opens the Request Templates Page.
2. Click the ellipsis (...) next to the Request Template you want to update.
3. Select Edit to open the Edit Request Template Page.
4. Locate the new field labeled Reminder Cadence.
5. Click the dropdown.
6. Select the Cadence Template you want to assign to the Request Template.
7. Click Save Changes.

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