How do I Set Up Confirmation Emails for the "Document" Module?

If you would like to receive Confirmation Emails when a portal user downloads a document, e-signs a document, etc., you will want to enable Confirmation Emails on the "Global Email Settings" screen (Wolters Kluwer logo-> Administrative Tasks-> Portal/Workflow-> Global Email Settings-> Documents tab).  The "Documents" tab of the Global Email Settings screen correlates to the following items when using the Portal: Document Manager, publishing a document to the portal from the Plan Document module and batches (Portal Document Batch, Annual Notice, PPA Restatement, Online Annual Questionnaire, Welfare SBC and Carryover Amendment).

Before selecting "Yes" to "Send Confirmation to Plan Admin," you will want to ensure an "Admin" is assigned to a particular plan: Edit Plan screen (after selecting your company and plan)-> Plan Modules box-> Select user from the drop-down list to assign him/her as the "Admin" for the plan.

Please see below for additional information in regards to the fields on the "Documents" tab of the Global Email Settings screen:

Send Confirmation to Plan Admin: If you would like the admin assigned to the plan to receive confirmation emails when the portal user downloads a document, select “Yes”. Notes: Enabling this feature will override the global confirmation email settings (see * below). If no "Admin" is assigned to a plan, but "Send Confirmation to Plan Admin" is set to "Yes," the Master User on the account will receive the confirmation emails by default.

Confirmation Name: If you have an administrator that you would like to receive confirmation emails, maybe in addition to the plan admin, when a portal user downloads a document, you would enter the administrator’s full name.

Editable: Allows you to override the default confirmation name when sending a document to the portal user.

Confirmation Email: If you have an administrator that you would like to receive confirmation emails, maybe in addition to the plan admin, when a portal user downloads a document, you would enter the administrator’s email address.

Editable: Allows you to override the default confirmation email when sending a document to the portal user.

*The Confirmation Email address is determined in the following order (whatever is found first in this order is what is used):

1. Confirmation email override on the document (Portal Pro and only applies to download document notifications).

2. Confirmation Email setting for the portal user.

3. Global Email Setting – Send Confirmation to Plan Admin

4. Global Email Setting – Confirmation Email

Please click here to view the Portal User Guide for additional information.

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