Global rejection email notifications automatically alert designated recipients when documents are rejected, ensuring timely awareness of issues requiring correction or resubmission. This feature is configurable in System Settings.

Notifications include document identifiers, rejection reasons, source information, and presigned download links for large documents. Email recipients must be specified as comma-separated addresses, and all notifications are audit-logged for compliance tracking.

How It Works

Accessing the Rejection Email Settings

Verify that your plan includes the Email Notifications (Rejections)
Navigate to System Settings in the main menu
Locate the Global Rejection Notification Emails section
Find the Notification Recipients subsection

Configuring Rejection Recipients

In the Notification Recipients field, enter email addresses separated by commas:
- Example: support@company.com, operations@company.com, invoicing@company.com
- No spaces required (auto-trimmed by system)
- Maximum 10 email addresses
Use appropriate email addresses:
- Shared Mailbox: rejections@company.com (recommended for team monitoring)
- Functional Emails: accounts-payable@company.com, order-processing@company.com
- Individual Emails: Limit to key staff to prevent inbox overload
Click Save to apply recipient list
A test notification is automatically sent to verify deliverability

Email Content and Format

When a document is rejected, recipients receive an email containing:

Information	Description	Example
Document Number	Unique identifier in Docupath	DOC-2026-0045231
Tenant Information	Organization name and tenant ID	Acme Corp (Tenant: acme-prod)
Rejection Reasons	List of why document was rejected	Missing invoice date; Duplicate invoice number
Rejection Source	Where rejection occurred (system rule, manual reviewer)	Manual rejection by John Smith, Reviewer role
Timestamp	Date and time of rejection	2026-04-24 14:32:05 UTC
Document Type	Classified document type	Invoice, Purchase Order, etc.
Source Reference	Original source (email, upload, API)	Email from supplier@vendor.com

Email Delivery Scenarios and Exceptions

Document Rejected Successfully - Email Sent

When: Document clearly rejected with valid rejection reasons
Content: Full email with document details, reasons, and link/attachment
Recipients: All configured email addresses receive notification

Missing Document Metadata - Email Sent with Limited Info

When: Document rejected but some metadata unavailable (incomplete extraction)
Content: Email is sent; document number and rejection reasons included, other fields empty
Recipients: All configured addresses notified (partial information is better than silence)

Document Missing Entirely - Email Sent with Availability Notice

When: Rejection processed but document file deleted from storage (rare edge case)
Content: Email explicitly states "Document file unavailable for download" with reason
Recipients: All configured addresses notified to allow manual investigation

Rejection Notification Feature Disabled - No Email Sent

When: Feature is disabled or no recipient email addresses configured
Content: No notification email generated; rejection logged in audit trail only
Recipients: N/A
Workaround: Enable feature and configure recipients in System Settings

No Recipients Configured - No Email Sent

When: Rejection occurs but recipient list is empty
Content: No notification email generated; rejection logged in audit trail
Recipients: N/A
Workaround: Add at least one email address to recipient list

Email Delivery Failure - Logged but Not Retried

When: Email address is invalid or mail server rejects the message
Content: Delivery failure logged in audit trail with error details
Recipients: N/A for this rejection; other valid recipients may receive notification
Workaround: Verify email address syntax and mail server configuration

Best Practices for Email Recipients

Use Shared Mailboxes:
- Single team inbox prevents missing notifications sent to individual employees
- Shared mailbox: rejections@company.com, doc-review@company.com
- Distribute among team members: multiple people can monitor and respond
Avoid Personal Email Addresses:
- Employee departure causes notifications to go unnoticed
- Personal email overload may cause notifications to be missed
- Use role-based or functional mailbox addresses
Configure Backup Recipients:
- Add 2-3 recipients to ensure coverage during absences
- Rotate recipients based on team schedule or support rotation
- Example: rejections@company.com, john.smith@company.com, backup@company.com
Monitor Mailbox Health:
- Regularly verify recipients are actively monitored
- Check mailbox quota to ensure notifications aren't bouncing
- Test delivery monthly by manually rejecting a document
Limit Recipient Count:
- Too many recipients can lead to notification fatigue
- Focus on decision-makers and document handlers only
- Use mailing lists/distribution groups to manage access

Testing Rejection Notifications

Send a Test Notification:
- In System Settings, click Send Test Email
- Select the recipient address to test
- Confirm the test email arrives within 2 minutes
Manual Test Rejection:
- Upload a test document
- Navigate to the document in the review interface
- Click Reject and provide rejection reasons
- Verify email notification is received by all recipients within 5 minutes
Verify Email Content:
- Confirm document details are correct
- Confirm rejection reasons are clear and complete
- Confirm presigned link works (if applicable)

Supported Configurations and Options

Configuration	Description	Limit	Required
Feature Activation	Enable/disable rejection notifications	On/Off toggle	No
Recipient Addresses	Email addresses to receive notifications	Max 10 addresses	Yes (if enabled)
Address Format	Email syntax validation	Standard SMTP format	Required
Notification Frequency	When email is sent	Per rejection event	N/A
Content Customization	Template or subject line modification	Not supported	N/A
Presigned Link Validity	How long download link works	7 days from rejection	Fixed
Large Document Threshold	When to use presigned link	25 MB (typically)	System-defined
Delivery Retry	If email fails, retry delivery	No automatic retry	N/A
Test Functionality	Send test email to verify delivery	Supported	Optional

Other Technical Specifications

Aspect	Details
Notification Trigger	Document rejected (system rule or manual)
Email Type	Transactional (sent immediately, not batched)
Delivery Latency	1-5 minutes (dependent on mail server)
Sender Address	notifications@docupath.com or tenant-customized
Email Format	Plain text and HTML variants
Presigned Link Duration	7 days from rejection date
Link Authentication	Token-based (no user login required for download)
Maximum Recipients Per Notification	10 email addresses
Content Language	English (default); may support localization
Audit Logging	All rejections logged with delivery status (sent, failed, skipped)
Compliance Tracking	Email delivery and content logged for SOX, GDPR, audit purposes

Notes

No Email Customization: Email template and subject line cannot be customized; all rejections use standard format
No Conditional Recipients: Cannot route rejections to different recipients based on document type, reason, or organization (all rejections go to same list)
No Delivery Retry: If email delivery fails, no automatic retry occurs; monitoring required to detect failures
Presigned Link Expiration: After 7 days, link becomes invalid; document must be retrieved via login if still needed
No Scheduled Digest: Emails are sent immediately per rejection; no batching or summary option
Recipient Limit: Maximum 10 addresses; large teams must use shared mailbox or distribution list
Disabled Feature Behavior: If feature is disabled, rejections still occur but no notification is sent; no fallback mechanism
Missing Recipients Edge Case: If recipient list is empty, no email is sent; system does not default to administrator email
Large Document Handling: Documents over ~25 MB use presigned link, which requires internet access to download; offline access not available

Email Notifications for Global Rejections