CC Recipients and Document Notifications in BreezeDoc

BreezeDoc allows you to add CC (carbon copy) recipients to your documents who receive email notifications and completed document copies without needing to sign. This guide explains how to add CC recipients, what notifications they receive, and best practices for using this feature.

What Are CC Recipients?

CC recipients are contacts who receive copies of your document and activity logs but do not participate in the signing process. They are observers who stay informed about document status without requiring action.

Key Characteristics:

• No signing required – CCs receive documents for reference only
• Email notifications – Notified when document is sent and completed
• PDF attachments – Receive completed document plus activity log
• Multiple recipients – Add unlimited CC contacts to any document
• All plans – Available on Free, Pro, and Agency plans

Prerequisites

• Account: Active BreezeDoc account
• Document: Draft document ready to send
• CC contacts: Valid email addresses and names for CC recipients
• Plan: Available on all BreezeDoc plans (Free, Pro, Agency)

How to Add CC Recipients to Documents

Adding CCs When Sending a Document

1. Go to Documents and open the document you want to send.
2. Click Send Document or Send.
3. In the send dialog, look for the CC executed document checkbox.
4. Check the CC executed document box to enable CC fields.
5. Enter the first CC recipient's Name and Email.
6. Click Add CC to add additional recipients (no limit).
7. Complete the rest of the send form (recipients, subject, message).
8. Click Send to email the document to signers and CCs.

Managing CC Recipients

You can add, edit, or remove CC recipients before sending:

• Add more CCs: Click the Add CC button to insert additional rows
• Edit CC details: Update name or email fields before sending
• Remove CCs: Click the X button next to a CC row to delete it (must have at least one if enabled)
• Disable CCs: Uncheck CC executed document to remove all CCs

Note: Once a document is sent, CC recipients are set and cannot be modified. To change CCs, you would need to clone the document and resend.

What CC Recipients Receive

Initial Document Sent Notification

When you send a document with CC recipients, they immediately receive an email notification informing them that a document has been sent for signing. This notification includes:

• Document title
• Sender information
• Brief description (if provided)
• No action required – CCs are informed but do not need to sign

Document Completed Notification

When all recipients complete the document, CC recipients receive a completion email with the subject line:

"Completed: Your copy of [Document Title]"

This email includes two PDF attachments:

• Completed document PDF – The fully signed/completed document
• Activity log PDF – Complete audit trail with all document events (sent, opened, viewed, signed, completed)

Email Template: The completion email uses the same template as the document owner's completion notification, ensuring consistent formatting and professional presentation.

Common Use Cases for CC Recipients

Legal and Compliance Teams

Keep legal or compliance departments informed of contract executions without requiring them to sign:

• CC legal counsel on vendor contracts
• CC compliance officers on regulatory documents
• CC auditors on financial agreements

Management and Oversight

Provide visibility to managers and stakeholders:

• CC department heads on team member contracts
• CC executives on high-value agreements
• CC project managers on client contracts

Administrative Record Keeping

Maintain records across multiple departments or systems:

• CC administrative assistants for filing
• CC accounting teams for payment processing
• CC HR departments for employee records

Client and Stakeholder Copies

Provide document copies to interested parties:

• CC client representatives who don't need to sign
• CC team members for awareness
• CC external partners for coordination

Best Practices for CC Recipients

When to Use CCs

✅ Use CCs when:

• Someone needs document visibility but not signing authority
• Multiple departments need copies for their records
• Managers want oversight without direct involvement
• Compliance requires distribution to specific contacts
• You want to provide automatic completed document delivery

❌ Don't use CCs when:

• The person needs to sign or approve – add them as a recipient instead
• You're sending sensitive documents to unauthorized parties
• Recipients have no legitimate business need for the document

Privacy and Security Considerations

• Verify email addresses: Double-check all CC addresses to avoid sending sensitive documents to wrong contacts
• Consider document sensitivity: Ensure CC recipients are authorized to view document contents
• Use passcodes for recipients: Protect signing access even if CCs don't need passcodes
• Check compliance requirements: Verify your industry allows CC distribution of certain document types
• Document CC recipients: Keep internal records of who was CC'd and why

Communication Tips

• Inform CC recipients in advance: Let them know they'll receive a copy so emails aren't unexpected
• Explain the purpose: Clarify why they're receiving the document (for records, awareness, etc.)
• Set expectations: Make clear that no action is required from CC recipients
• Provide context in document message: Use the custom message field when sending to explain CC purpose

Technical Details

CC Data Storage

CC recipient information is stored in the document_ccs  database table with the following data:

• Name: Full name of CC recipient
• Email: Email address for notifications
• Document ID: Association with specific document
• Timestamps: Creation and update tracking

Code Reference: CC functionality is implemented in app/Models/DocumentCc.php  and managed through app/Http/Controllers/DocumentController.php:566-576 .

Email Delivery

CC emails are sent via Laravel's queue system:

• Initial notification: Sent immediately when document is sent (via sendDocumentToCCRecipients()  method)
• Completion notification: Triggered automatically when last recipient completes document (via sendCompletedDocumentToCCRecipients()  method)
• Queue processing: Emails may be delayed slightly if queue system is processing multiple jobs

Attachment Generation

The completion email includes two dynamically generated PDF attachments:

• Document PDF: Generated from $document->getBlob()  with all completed field values
• Activity PDF: Generated from $document->generateActivityPDF()  with full audit trail

Code Reference: Attachment logic is in app/Mail/CcCompletedDocument.php:52-63 .

Limitations and Considerations

CC Limitations

• No modification after sending: Cannot add/remove CCs once document is sent
• No access to live document: CCs don't get signing links or document access URLs
• No activity tracking for CCs: CC email opens/views are not tracked in document activity
• No reminders to CCs: Automated reminders only go to signers, not CCs
• Email delivery dependency: CCs only receive documents via email (no dashboard access)

Plan-Specific Features

CC recipients are available on all BreezeDoc plans with the same functionality:

• Free Plan: CC recipients available on all 10 monthly documents
• Pro Plan ($19/month): CC recipients available on all 20 monthly documents
• Agency Plan ($49/month): CC recipients available on unlimited documents

Note: There is no limit to the number of CC recipients you can add to a single document on any plan.

Difference Between CC Recipients and Signers

Troubleshooting

Issue: CC recipient did not receive initial email

Fix: Verify the email address is correct in the sent document. Ask CC to check spam/junk folder. CCs receive emails from the same sender as recipient notifications, so whitelist your domain. You cannot resend to CCs – only to signers.

Issue: CC did not receive completion email

Fix: Confirm all recipients have completed the document (check Activity tab). Check CC's spam folder. Verify CC was added before sending (not available after). Check email queue processing status if using queue workers.

Issue: Cannot modify CC recipients after sending

Fix: CC recipients are locked once document is sent. To change CCs, clone the document via Documents ➜ More ➜ Clone, update CC list, and resend. Original document CCs remain unchanged.

Issue: CC wants to sign the document

Fix: CC recipients cannot sign documents. If someone needs signing access, add them as a Recipient when sending. Clone the document, add them as a recipient with assigned fields, and resend.

Issue: Attachments missing from CC completion email

Fix: Verify document is fully completed (status shows Completed). Check email file size limits – large PDFs may be blocked by recipient's email server. Ensure document has valid PDF file. Contact support if attachments consistently fail to send.

Issue: Want to track if CC opened the email

Fix: BreezeDoc does not track CC email opens or PDF downloads. Only signer activity is tracked. For tracking, consider using a third-party email tracking service or add the person as a non-signing recipient with a read-only field.

FAQ

Q: How many CC recipients can I add to a document?

A: There is no limit to the number of CC recipients. You can add as many as needed by clicking Add CC repeatedly. All CC recipients will receive the same notifications and attachments.

Q: Do CC recipients count toward my monthly document limit?

A: No. CCs do not count as separate documents. Each document with CCs counts as one document toward your plan limit, regardless of how many CCs are added.

Q: Can CC recipients see who else is CC'd on the document?

A: No. CC recipients receive individual emails and cannot see other CC recipients' information. Only the document sender can see the full CC list.

Q: What's the difference between adding someone as a CC vs. a non-signing recipient?

A: CCs receive emails with PDF attachments but no document access link. Non-signing recipients get document access (can view live document) but no fields to complete. Use CCs for simple notification; use non-signing recipients if they need to review the document before completion.

Q: Can I add CC recipients to templates?

A: No. CC recipients are added when sending a document, not when creating templates. Each time you send a document from a template, you can specify different CC recipients.

Q: Do CCs receive reminder emails?

A: No. Automated reminders (Pro and Agency plans) only go to recipients who need to sign. CCs only receive the initial sent notification and final completion notification.

Q: Can CC recipients download the document before it's completed?

A: No. CCs only receive PDF attachments in the completion email after all recipients have signed. They do not get access to the document during the signing process.

Need more help? Contact our support team – we're here to help!