> ## Documentation Index
> Fetch the complete documentation index at: https://docs.clearpolicy.app/llms.txt
> Use this file to discover all available pages before exploring further.
# Send reminders for outstanding requests
> Use manual reminders, bulk nudges, or automatic scheduled reminders to follow up with people who haven't completed their requests in ClearPolicy.
When people haven't completed a request, ClearPolicy lets you send them a reminder without creating a new request. The original personal link stays valid, so recipients can pick up right where they left off. You can send reminders manually, in bulk, or have ClearPolicy send them automatically on a schedule.
## Send a reminder for a single request
To remind a specific person about a specific document:
1. Open **Requests**, open the document's **Compliance** tab, or open the person's **Requests** tab in the People section.
2. Find the pending request and open its activity view.
3. Click **Send Reminder**. The recipient receives a new email containing the same personal link from the original request.
You can also click **Nudge** directly from the **Requests** page for active requests.
## Send bulk reminders with nudge
To send reminder emails for a group of requests:
1. Open **Requests**.
2. Use search if you want to narrow the list.
3. Click **Nudge** and choose a scope:
* **All outstanding** — every open request
* **Not viewed** — sent, not opened yet
* **Viewed** — opened, not finished
* **Reminded** — nudged, still open
4. Confirm the reminder in the dialog. The count shown reflects your scope and any active search.
ClearPolicy sends reminders for requests in the scope you chose. This is separate from the status filter tab you are viewing. Requests that need delivery follow-up are not included. If one person has multiple matching requests, ClearPolicy groups them into one reminder email when possible.
## Set up automatic reminders
ClearPolicy can automatically send reminders to recipients who haven't completed their requests. Automatic reminders run daily and apply to all pending requests across your organization.
Click **Settings** in the sidebar, then select **Document Requests**.
In the **Automatic reminders** section, turn on the **Enable automatic reminders** toggle.
With automatic reminders enabled, leave **Smart Follow-up** on to let ClearPolicy adapt reminder timing based on whether the person viewed the request and whether a deadline is approaching.
Turn off **Smart Follow-up** to set a fixed reminder cadence — **Every day**, **3 days**, **5 days**, **7 days**, or **14 days**. You can also turn on **Repeat reminders until completed** to keep sending reminders at that same interval until the recipient completes the request.
When automatic reminders are enabled, ClearPolicy checks for outstanding requests every day at 8:00 AM in your organization's time zone.
With **Smart Follow-up**, ClearPolicy sends the first reminder about 48 hours after a request was sent if the person has not opened it yet, or about 24 hours after they opened it but have not finished. Follow-up reminders continue on a shorter cadence while the request is still open.
### Deadline reminders
If [request expiry](/guides/request-expiry) is enabled and the request has a deadline, **Smart Follow-up** switches to deadline reminders during the final week. Regular viewed/not-viewed reminders pause during this period so people are not nudged twice for the same request.
ClearPolicy sends one automatic reminder per milestone:
| When | What the recipient sees |
| -------------------------- | ------------------------------------------------------- |
| 7 days before the deadline | A heads-up that the deadline is approaching |
| 3 days before | A reminder to complete the request by the deadline date |
| 1 day before | An urgent reminder that the request is due tomorrow |
| On the deadline day | A final reminder that today is the last day |
Each milestone is sent at most once per request. Automatic reminders still go out at 8:00 AM in your organization's time zone.
Manual **Send Reminder** and **Nudge** actions use the same deadline-focused wording when the request is inside that final week, so a manual follow-up matches what ClearPolicy would send automatically.
With a **fixed cadence**, any pending request that has been outstanding longer than your chosen interval receives a reminder email. If repeating is turned on, additional reminders are sent at the same interval until the request is completed, canceled, or expired.
Automatic reminders are sent at 8:00 AM based on the time zone you set in your [organization settings](/guides/timezone). If you haven't set a time zone, reminders default to UTC. Make sure your time zone is correct so reminders arrive when people expect them.
Automatic reminders appear in the request activity log as "Reminded (Scheduled)" so you can distinguish them from manual reminders.
| Setting | Options | Default |
| -------------------------- | ------------------------------------------------- | ------- |
| Enable automatic reminders | On / Off | On |
| Smart Follow-up | On / Off | On |
| Reminder cadence | Every day, 3, 5, 7, or 14 days (custom mode only) | 3 days |
| Repeat reminders | On / Off (custom mode only) | On |
## What happens when a reminder is sent
The recipient receives a new email with the same personal link from their original request. They don't need a new link — the original token remains valid. No new request is created, and the activity log for the existing request is updated to reflect that a reminder was sent.
If [request expiry](/guides/request-expiry) is enabled and the request has a deadline, the reminder email includes the expiration date so the recipient can see exactly how much time they have left. During the final week before a deadline, reminder emails use more urgent wording that reflects how close the due date is.
Reminder emails use the same personal token link as the original request. Sending a reminder does not create a new request or change the request's status.
Check **Requests** before sending bulk reminders. If some people completed their request very recently, their status may not yet be visible, and you could send an unnecessary reminder.
Dates and times shown in reminder emails use your organization's time zone. If recipients are seeing the wrong times, check your [time zone setting](/guides/timezone).
## When reminders are not sent
ClearPolicy skips reminders for a request while it needs delivery follow-up. This applies to manual **Nudge** actions, bulk nudges, automatic reminders, and reminders sent through integrations.
A delivery problem means the request email bounced, could not be sent, or was marked as spam. These requests appear in the **Failures** tab on **Requests** and **People**.
Reminders for other open requests to the same person still work when only one request needs follow-up.
To follow up after a delivery problem:
1. Open the request and click **Review** to see what happened.
2. If the email address is correct, click **Email is correct — try again** to send a new reminder on that request.
3. If the email address was wrong, update it in the person's **Settings** tab, then use **Cancel and resend** when the person's email no longer matches the address on the request.
Sending a regular reminder does not clear a delivery follow-up flag. Use **Review** on the affected request to retry delivery or update the email and resend.