Set reminders, archiving and cleanup

With these defaults you decide for the whole organization how often recipients are reminded of open tasks, when completed requests are archived and when actaSIGN deletes the documents.

For administrators only

You need administrator rights for the organization.

Where to find it

Administration → Defaults → Reminders, Archive and Cleanup cards

The values apply to new templates and new requests. Existing templates and saved requests do not change. If a request is started from a template, the template’s values always apply.

Reminders

1. Switch on Enabled so that actaSIGN sends reminders.
2. Days until first reminder: this many days after the task is delivered, the first reminder is sent (at least 1).
3. Optional: switch on Repeat reminder.
4. Days between repeated reminders: the interval between the further reminders.
5. Maximum number of repeated reminders: after that, actaSIGN stops reminding.
6. Click Save at the bottom of the page.

Setting	What it does	Default
Enabled	Reminds recipients of open tasks	on
Days until first reminder	Waiting time until the first reminder	3
Repeat reminder	More reminders after the first one	off
Days between repeated reminders	Interval of the further reminders	1
Maximum number of repeated reminders	Upper limit of the further reminders	3

Archive

1. Switch on Enabled.
2. Days until archive: this many days after completion, actaSIGN moves a request to the archive (0 to 3650; 0 means right away).

Setting	What it does	Default
Enabled	Archives completed requests automatically	off
Days until archive	Waiting time after completion	0

Cleanup

1. Enabled switches on the cleanup.
2. Read the notice: Cleaned-up documents are permanently deleted and cannot be recovered.
3. Days until cleanup: this many days after completion, actaSIGN deletes the documents of a request (at least 1).

Deleted means deleted

Cleaned-up documents are gone, also for you as an administrator. Download signed documents you must keep beforehand, or set a longer period.

Setting	What it does	Default
Enabled	Deletes the documents of completed requests automatically	on
Days until cleanup	Waiting time after completion	90

Good to know

• If someone invites other people in the composer, the Subject & Settings step shows these values as a short summary, for example “Reminder after 3 days (once)”. Under Show advanced settings the sender can change them for this one request, see Advanced settings. You set fixed values for recurring processes in a process template.
• The default values in the tables apply as long as nobody has saved the defaults.
• If you leave the page without saving, actaSIGN asks (Unsaved changes).

See also

• Enable templates, mass send and Studio
• Composer pre-selection
• Track requests