What is changing
We have updated the email notification templates used in the SmartPDF flow to improve clarity and help recipients better understand the status of their email submissions.
The updated templates will be deployed to the Test environment on 15 July 2026. A separate notification will be published once the changes are scheduled for deployment to the Production environment.
The updates include:
- Clearer email subject lines that better reflect the purpose of each notification.
- Improved email layout for better readability.
- Updated wording to more accurately describe the current processing stage.
Customer impact
Most customers are not required to take any action.
However, if you have configured email filtering, forwarding, routing rules, or other automated processes that rely on the current email subject lines, you should review and update them to reflect the new subject formats before the changes take effect.
These changes affect only the wording and layout of SmartPDF email notifications. There are no changes to SmartPDF processing, document handling, or existing functionality.
Summary of template updates
1. Email received and attachments accepted for processing
Subject updated
|
Previous |
New |
|
Documents received | Success |
Email received | Success | Re: <Original Email Subject> |
Body message updated
Previous wording
Basware accepted your documents for processing.
The following business documents were processed successfully.
New wording
Basware accepted your email for processing.
The following email attachments are in processing.
This change better reflects the actual processing stage by clearly distinguishing between successful email receipt and the processing status of the email attachments, helping to avoid confusion.
2. Email received and all attachments failed
Subject updated
|
Previous |
New |
|
Documents received | Processing failed |
Email received | Processing failed | Re: <Original Email Subject> |
Body message updated
Previous wording
Basware accepted your documents for processing.
Documents sent for processing failed.
New wording
Email Processing Issue
We tried to process your email. None of the attachments could be processed. Below is the detailed status for each attachment.
This change better reflects the actual processing outcome by clearly distinguishing between successful email receipt and the processing status of the email attachments, reducing ambiguity about the stage at which the failure occurred.
3. Email received and some attachments failed
Subject updated
|
Previous |
New |
|
Documents received | Review failed documents |
Email received | Review failed attachments | Re: <Original Email Subject> |
Body message updated
Previous wording
Basware accepted your documents for processing.
Some of the business documents received were processed and some failed.
New wording
Email Processing Issue
We tried to process your email. Some attachments were processed successfully, but others could not be processed. Below is the detailed status for each attachment.
This change better reflects the actual processing outcome by clearly distinguishing between successful email receipt and the processing status of individual email attachments, reducing confusion when only part of the submission fails.
What stays the same
These template changes are presentation improvements only. They do not change how SmartPDF processes documents or how customers use the service.
The following remain unchanged:
- No changes to SmartPDF document processing or business logic.
- No changes to the workflow for sending or receiving documents.
- No changes to document handling or processing outcomes.
- No changes to automatic or manual rejection emails.
- No action is required to enable the new email templates.
Note: If your organization uses email filtering, forwarding, routing rules, or other automation based on the current notification subject lines, you should review and update those rules to match the new subject formats.
Need assistance?
If you experience any unexpected issues related to these email template changes after they have been deployed, please create a support case and reference Problem BWPB0049003