What is the Document Information Email and how to use it?

Leo Comia Updated by Leo Comia

The Document Information Email feature in Prompt is designed specifically for communicating with the document owner, not for sharing documents. It allows you to send questions, updates, or relevant information directly to the person who owns the document in the system.

Important: This feature is commonly misunderstood as a document sharing tool — it is not. Its purpose is communication only.

Field-by-Field Guide

  1. Open the Document Information Email tool

From the Document List, choose a document and click Document Information Email to open the compose window.

  1. Set the “From” address (optional)

From: You can enter a different email address other than the email you used to log in to Prompt. If you leave it as is, Prompt uses your login email.

  1. Confirm the recipient

To: This is automatically set to the document owner and cannot be edited. Just verify it looks correct.

  1. Add anyone who should be copied (optional)

CC: Add other email addresses that should receive a copy of this communication. This doesn’t change who owns or controls the document; it only copies them into the conversation.

  1. Edit the subject line

Subject: Set a clear subject relevant to your message. By default, it uses the document title followed by .pdf. You can change it to better reflect your topic (e.g., “Request for clarification on Section 3”).

  1. Attach supporting files (optional)

Attachment: The subject document is automatically added as an attachment and cannot be removed. You can add additional files that are relevant to the conversation (e.g., a marked-up version, a reference policy, or other supporting context).

  1. Write your message

Email Body: State your question, context, or request to the document owner. Be concise, specific, and reference sections or page numbers if helpful.

  1. Send

Click Send email to deliver your message to the document owner and any CC’d recipients.

Best Practices & Common Pitfalls

  • Keep it focused: Stick to the document and the specific points you’re addressing.
  • Use relevant attachments only: Avoid uploading unrelated files.
  • Not for sharing: This tool doesn’t grant access or distribute files; it simply sends an email to the owner.
  • Write actionable subjects: Replace the default if needed to make your intent obvious (e.g., “Approval needed – Final draft”).

 

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