---
title: "Automating Emails"
slug: "automating-emails"
updated: 2025-09-15T09:19:32Z
published: 2025-09-15T09:19:32Z
canonical: "knowledge-base.rossum.ai/automating-emails"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge-base.rossum.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Automating Emails

## Automatic rejection based on condition

Rossum allows you to define a condition (*trigger*) and an *email template* to be sent when the condition is true. In case the template is of type "rejection", this also sets the annotation's status to be `rejected`. This can be used to inform your vendors (or anyone else you specify in the email template) about a problematic document:

First, go to **queue settings** where you want to set up automatic rejections, specifically into the "**Emails**" section, and scroll down to "**Document rejection**":

![](https://cdn.document360.io/1bb6f6bc-c04c-4ace-a1e8-8c4cfd3fbc98/Images/Documentation/Automating%20emails%2001.png)

![](https://cdn.document360.io/1bb6f6bc-c04c-4ace-a1e8-8c4cfd3fbc98/Images/Documentation/Automating%20emails%2002.png)

Create a new rejection template. If you would like to send automated emails to your vendors, you can use the variable `{{sender_email}}` (assuming the vendor sent the email into Rossum).

Toggle the automatic sending based on a trigger. Finally, select the condition you want from the list (for details).

![](https://cdn.document360.io/1bb6f6bc-c04c-4ace-a1e8-8c4cfd3fbc98/Images/Documentation/Automating%20emails%2003.png)

> [!TIP]
> 💡 TIP
> 
> For rejecting documents with missing fields, both the "required field missing" and "selected fields missing" triggers require a very high AI engine confidence (0.95) that the field is not on the document. However, you can also the following trigger that is checking for an empty value (by using a regex):
> 
> 
> 
> ![](https://cdn.document360.io/1bb6f6bc-c04c-4ace-a1e8-8c4cfd3fbc98/Images/Documentation/Automating%20emails%2004.png)

> [!WARNING]
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