What a reminder is
👉 What does the Remind button actually do?
It sends a ready-made email, in one click, to the people a document is currently waiting on for approval. You don't need to write anything yourself — you can add a short note if you want, but the reminder works fine without one.
👉 What does the reminder email contain?
The Approval Reminder email contains:
Your name as the person who sent it (or "a colleague" if you're no longer in the account).
Your message, if you added one.
The folder, supplier, amount, and how long the document has been waiting.
A button that takes them to the approval page for the document directly.
Reminders are sent one document at a time — reminding three documents sends three separate emails, and there's no combined summary.
When you can send one
👉 When am I able to remind someone?
A document has to have been waiting for approval for more than 24 hours since it was submitted. Before that, the Remind button simply won't appear yet — it's too soon to chase.
👉 How soon can I remind the same document again?
Once every 24 hours. After you send a reminder, the button is greyed out and shows how long ago you reminded them. It becomes active again once a full day has passed.
👉 What if the document is reset or reassigned?
That restarts its waiting clock, so the same 24-hour rule applies again from that point before it can be reminded.
Who can send a reminder, and who receives it
👉 Who is allowed to send a reminder?
Not everyone — only people connected to that document's approval: Admins, the approvers on its workflow, and the person who submitted it.
👉 Who gets the email when I send one?
Everyone who can currently approve the document at its current stage. If more than one person can act on it, all of them are notified — you can't pick just one or leave someone out.
Sending a reminder
👉 Where do I find the Remind button?
In the Approvals list, next to the document, and on the document's own approval page. On your phone, the button lives on the document page rather than the list — open the document to send a reminder from there.
👉 How do I send an approval reminder?
Click Remind (or Remind again) next to the document.
A pop-up shows exactly who will be notified — this is fixed, and can't be changed.
Add a message if you'd like, or leave it blank.
Click Send reminder.
Confirming it worked
👉 How do I know the reminder actually sent?
You'll see an on-screen confirmation right away. If sending fails for any reason, you'll be told immediately too — you won't be shown a false success message.
👉 Is there a record I can check later?
Yes. Every reminder is logged as an event on the document, in the Approvals audit trail: "A reminder was sent to the approver(s) that this document is waiting for their decision," along with who sent it, when, and who was notified by name.
Common questions about reminders
👉 Why is there no Remind button on this document?
Usually one of these applies: the document has already been approved or rejected, it's stuck in Exceptions, it hasn't been waiting 24 hours yet, it was reminded less than 24 hours ago, or there's simply nobody left who can approve it. You also can't send a reminder for a document waiting just for your own approval.
👉 I want to notify an approver about several documents at once — can I do that?
Not with Remind — it only works one document at a time. If you want to reach everyone with open documents in a folder in one go, an Admin can turn on the month-end reminder for that folder instead, scheduled for a specific day each month. Learn more about approval notifications.
👉 Why do I have to wait 24 hours before I can remind someone?
It gives the approver a realistic chance to see and act on the document before you chase them. If you'd rather they knew the moment it lands, see below.
👉 Can I make sure an approver is notified immediately, without waiting for a reminder?
Yes — ask them to turn on Instant delivery for the "Documents awaiting your approval" notification in their own User Profile → Notifications. They'll then get an email within minutes, with no reminder needed at all.
Learn more about approval notifications.