How to manage email notifications in Papermark

Papermark can send two types of email notifications to keep your team and visitors informed. This guide explains what each notification contains, who receives it, and how to enable or disable them.

Notification types

• View notifications (team members): Sent to your team when a document or dataroom link is viewed. Triggered by the view event.
• Dataroom update notifications (visitors): Sent to verified visitors when new documents are added to a dataroom (optional per dataroom).

Turn view notifications on or off (per link)

Each document or dataroom link has a toggle named "Receive email notification". Turn it on to get view emails for that link, or turn it off to silence them.

Steps:

1. Open the document or dataroom
2. Scroll to the Links section
3. In the links table, click the ⋯ menu next to the link and choose Edit

4. Scroll to the Receive email notification section and toggle the switch on or off

Related: How to turn off link notifications

Turn dataroom update notifications on or off (per dataroom)

You can notify verified visitors when new documents are added to a specific dataroom. This is controlled in the dataroom’s settings and affects future changes.

Steps:

1. Open the dataroom → Settings → Notifications

2. Toggle "Notify visitors when new documents are added"

The toggle maps to enableChangeNotifications in the dataroom settings and is available on Datarooms Plus or trial plans.

Who receives notifications?

• View notifications (internal): Sent to team Admins and Managers for the team that owns the viewed content. The document owner is included as well. Domains on the team’s ignored list do not trigger notifications.
• Dataroom update notifications (external): Sent to verified visitors who previously viewed the dataroom when new documents are added and notifications are enabled for that room.

What information is included in the emails?

View notifications (document or dataroom views)

Based on code in /pages/api/jobs/send-notification.ts, emails include:

• Content name (document or dataroom)
• Link name (or fallback like Link #ABCDE)
• Viewer email (if available)
• Optional location (city, region, country) on Business/Enterprise plans

Location is included only when the team plan is not Free, Starter, or Pro.

Dataroom update notifications (new documents for visitors)

Based on /lib/emails/send-dataroom-notification.ts and the DataroomNotification template, emails include:

• Subject: "New document available in [Dataroom name]"
• Dataroom name and newly added document name
• Sender (the team member who performed the action)
• A button to open the dataroom and a plain URL fallback
• An unsubscribe link for the viewer

Unsubscribe and preferences

For external visitors (dataroom update notifications)

All external dataroom update emails include an Unsubscribe link. Visitors can opt out at any time using the link in the footer (handled by /api/unsubscribe/dataroom).

For internal team members (view notifications)

Team owners can reduce notification noise by adding domains to the Ignored domains for notifications list in Settings → General.

Steps:

1. Open Settings → General
2. Find the Ignored Domains for Notifications card
3. Add domains (one per line) starting with @ (e.g., @company.com)
4. Click Save Changes

When someone from an ignored domain views any link, no one on your team will receive notifications. Analytics are still recorded.

Tips:

• Use this for your own company domain to avoid internal notification spam
• You can paste a list – Papermark deduplicates and sanitizes entries
• Need to get notifications again? Just remove the domain and save

Related: Disable view notifications for specific domains

Advanced visitor notification settings

Beyond the simple on/off toggle, you can fine-tune which events trigger emails and how often you receive them. This is useful when you want to be notified about high-signal events (downloads, deep engagement) without getting an email for every casual view.

Choose which events trigger emails

In the link settings, expand Notification preferences to pick which events should send you an email:

• New views: any first-time visit to the link
• Repeat views: every time a known viewer comes back
• Downloads: every download attempt (works with bulk downloads and folder downloads)
• Specific page visits: certain pages in the document trigger an alert
• Uploads to the data room: enable upload notifications for file-request links

You can pick any combination. For example, "downloads only" works well for high-volume links where view emails would be noise.

Pick a notification frequency

For each link or data room, you can decide how often emails arrive:

• Instant: an email per event as it happens (default)
• Daily digest: one summary email per day with all events
• Weekly summary: one summary email per week

Frequency settings can be different per link, so an investor link can stay on instant while a high-volume marketing link can roll up into a daily digest.

Set per-visitor or per-group preferences

For data rooms, you can configure notifications per visitor group. Get instant emails for your priority group (lead investor, primary buyer) and a daily digest for everyone else.

To configure:

1. Open the data room.
2. Click the Notifications tab.
3. Pick a group or visitor and set the frequency and event types.
4. Save the configuration.

Notes and constraints

• View notifications require the per-link toggle to be on.
• Dataroom update notifications require the per-dataroom toggle to be on and only go to verified visitors.
• Some notification features depend on your plan (e.g., location details on Business/Enterprise).
• Frequency options (digest, weekly) are available on the Business plan and above.