Reject notification does not inform the original requester/applicant

[freweis]

Current behavior

When a recipient rejects a document/signature request, DocuSeal sends notifications only to the remaining workflow participants/signers.

However, the original requester/applicant (the person who initially submitted or started the process) does not receive a notification about the rejection.

Expected behavior

The original requester/applicant should also receive a rejection notification, ideally including:

• information that the document was rejected
• the rejection reason/comment
• who rejected the document

Why this is important

This is especially problematic in administrative workflows (e.g. schools, public administration, approval processes), where:

• the applicant expects feedback about the status,
• rejected requests otherwise remain unclear,
• and additional manual communication becomes necessary.

Tested on

• DocuSeal v2.5.2
• Docker / Portainer deployment
• PostgreSQL backend

Additional note

The current tooltip text ("The notification with the rejection reason will be sent to the requester of the signature") is somewhat misleading, because the original applicant/requester is apparently not notified.

[omohokcoj]

When a recipient rejects a document/signature request, DocuSeal sends notifications only to the remaining workflow participants/signers.
However, the original requester/applicant (the person who initially submitted or started the process) does not receive a notification about the rejection.

Currently, decline notification emails are sent only to the original signature requester @freweis

[freweis]

Thanks for the clarification.

I tested this again on v2.5.2.

In our workflow, the actual applicant/form submitter (e.g. a parent in a school administration process) does not receive a rejection notification.

Only the internal workflow/signature participants seem to be notified.

From an administrative workflow perspective, this is problematic because the applicant is usually the person who most urgently needs feedback about the rejection status.

[omohokcoj]

In our workflow, the actual applicant/form submitter

That's correct, submitters are not notified about "decline" by other parties - requester/sender user with platform access is notified (the initial issue report states the opposite) @freweis

[freweis]

Out of curiosity:

Was the current notification behavior always intended this way, or did it change at some point in previous versions?

I had the impression that submitters/applicants were notified about declines in earlier DocuSeal versions, but I may be confusing this with internal requester notifications.

Thanks a lot for the quick clarification and responses!

[omohokcoj]

@freweis it has always been that way - only platform users that sent a signature request receive decline notifications but not other submitter parties.