How to Disable External Reviewer Email Ingestion

  • Published on Jan 6, 2026
  • 2 minute(s) read
  • PH
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By default, the Contracts out-of-the-box feature allows external reviewers to respond directly to email notifications, with their replies automatically ingested into the system. If you prefer to disable this functionality, this guide explains how to disable the external reviewer email ingestion feature.

Activate the Flow

To activate the required flow:

  1. Go to Flows using Setup search.

  2. Locate the External Review Done flow, click the down arrow, and select View Details and Versions.
    List of flow definitions with highlighted 'External Review Done' entry and options.

  3. Click Activate to activate version 3.
    Note: If version 3 is not available, activate version 2.
    Flow detail for 'External Review Done' with version history and action options displayed.

Remove the Email Configuration

To remove the email configuration from the settings:

  1. Click the View profile icon and select Switch to Salesforce Classic.

  2. Click the All Tabs plus icon.
    Salesforce interface showing tabs, recent items, and a create new button.

  3. Scroll down and click Documents.
    Menu displaying various options with 'Documents' highlighted for selection.

  4. Select Folder as FedTom Custom Setting Doc and click Go.
    Document management interface showing folder selection and recent documents section.

  5. Locate and open TM_ExternalReviwersEmailSeviceEmailAddress.
    List of documents with a highlighted email address for external reviewers.

  6. Click View file.
    Document details including name, author, and a link to view the file.

  7. Right-click on the file and select Save As to save it to your system.
    Menu options displayed with 'Save as' highlighted for file saving functionality.

  8. Open the saved .txt file and delete the value between the quotation marks.
    Email address displayed in JSON format for external contact response.

  9. Save the file.
    JSON structure showing an email service address field with empty value.

  10. Go back to the document TM_ExternalReviwersEmailSeviceEmailAddress and click Replace Document.
    Document details including options to edit, delete, or replace the document.

  11. Click Choose File and select the .txt file saved on your system, then click Open.
    Instructions for uploading a file and replacing a document in the system interface.

  12. Click Replace Document.
    Instructions for replacing a document with file upload options and action buttons displayed.

To verify that the email configuration was removed successfully:

  1. Go to Agreement Wizard Setting using App Launcher.

  2. Click External Email.
    Formstack interface showing Agreement Wizard Setting and External Email button options.

  3. Verify that the Email Service Email Address field is blank.
    Settings for email service including address, template flow, and active status.

Update the Email Template

Update the Agreements Sent to External Reviewer (Files) Email Template by modifying the email body to include the instructions that the external reviewer must follow, as per your organization's requirements.

To edit the email template:

  1. Go to Classic Email Templates using Setup search.

  2. Locate and open the Agreements Sent to External Reviewer (Files) email template.
    List of classic email templates with highlighted agreement for external reviewers.

  3. Click Edit HTML Version.
    Email template details for sending agreements to external reviewers in Salesforce.

  4. Update the HTML Body field as required, and then click Save.
    Email template editing interface for agreements sent to external reviewers.

  5. Click Edit Text Version.
    Email template details for agreements sent to external reviewers in Salesforce.

  6. Update the Text Body field as required, and then click Save.
    Email template setup for external reviewers with highlighted text fields and instructions.

External Review Process - User Instructions

This section outlines the updated External Review Process to be followed after the External Reviewer Email Ingestion feature has been disabled. It serves as the new set of user instructions for completing external reviews and should be followed in place of the earlier email-based workflow.

Send for External Review

To send for external review:

  1. Open the Agreement record you want to send for external review.

  2. Click Send for External Review.
    Formstack document interface showing agreement details and options for external review.

  3. Select the external reviewer’s email address, then enable the Add me in CC option.
    Interface for sending files for external review with selection and attachment options.

  4. Click Send Email.
    The external reviewer will receive the email and follow the instructions provided by your organization.

Mark as External Review Done

Since the external reviewer email ingestion feature is disabled, external reviewers can no longer mark their review as complete. All external review actions now take place outside the system. As a result, it is the responsibility of the Agreement Admin to mark the external review as complete.
Note: The system does not notify the Agreement Admin to perform this action.

To mark the external review as complete, the Agreement Admin must follow the steps below:

  1. Open the Agreement record and click External Review Done.
    Overview of agreement details including status and related links for external review.

  2. A confirmation message appears, click Update.
    External review status updated to 'External Review Done' with completion confirmation message.
    This action updates the completion date for all pending external reviewers, marks all pending external reviews as completed, and marks the status of the entire Agreement as External Review Done.