Configure your enterprise email content

SigningHub enables you to even customize the content of email notifications that are associated with the workflow activities. These emails are used to intimate the enterprise users, Document Owner and recipients about their account related events and workflows progress. The configured settings from here will be applicable to all the enterprise users' accounts within your enterprise.

Customize your enterprise email notifications content

  1. Login with your enterprise admin credentials.

  2. Click "Configuration" in left menu and click on "Notifications" in Settings options in Enterprise Configurations.

  3. Expand "Email Content" tab.

  4. Click on any email type and click "Edit" button in right panel.

  5. Provide the "Subject" and "Body" and click "Save changes".

Click the "Reset to Default" button to discard your customizations and bring the content of all the emails back to their default.

Types of Enterprise Emails

Enterprise emails have been categorised into two main categories, they are:

  1. Account Emails

    1. Enterprise Invitation

    2. Account Registered

    3. Account Registration Completed

    4. Account Activation Required

    5. Reset Password

    6. Reset Password Completion

  2. Document Emails

    1. Document Shared

    2. Document Reviewed

    3. Document Completed

    4. Document Recalled

    5. Sign-off Reminder

    6. Post Processing

    7. Document Signed

    8. Document Declined

    9. Document Updated

    10. Send a Copy

    11. Document Processed by Others

    12. Document Processed by Me

    13. Publish Workflow Completion Report

    14. Comment Added to Document

    15. Shared Space

Each email has got a distinct purpose in the SigningHub operations and workflows, and is sent to the users on a specific event. The names of these emails are precisely implying the events on which they are triggered.

Emails Content

The emails are comprised of particular placeholders which are automatically replaced with the predefined text (in the language file) upon sending. These placeholders are shown in CAPS within [ ]. The email templates along with their supported placeholders are given below:

Email Type
Allowed Placeholders in Email Subject
Allowed Placeholders in Email Body

Account Emails

Enterprise Invitation

[APPLICATION_NAME][ENTERPRISE_NAME]

[USER_NAME][ENTERPRISE_NAME][ADMIN_NAME][ADMIN_EMAIL][APPLICATION_NAME]

Account Activation Required

[APPLICATION_NAME]

[USER_NAME][ENTERPRISE_NAME][ENTERPRISE_ADMIN][USER_EMAIL][APPLICATION_NAME]

Account Registration Completed

[APPLICATION_NAME]

[USER_NAME][USER_EMAIL][APPLICATION_NAME]

Account Registered

[APPLICATION_NAME]

[REGISTERED_BY][USER_NAME][USER_EMAIL][ENTERPRISE_NAME][APPLICATION_NAME]

Reset Password

[APPLICATION_NAME]

[USER_NAME][ENTERPRISE_ADMIN][PERIOD][APPLICATION_NAME]

Reset Password Completion

[APPLICATION_NAME]

[TIMESTAMP][USER_NAME][SUPPORT_EMAIL][USER_EMAIL][APPLICATION_NAME]

Document Emails

Document Shared

[APPLICATION_NAME][DOCUMENT_NAME]

[COLLABORATOR_NAME][OWNER_NAME][DOCUMENT_NAME][EMAIL_MESSAGE][OWNER_EMAIL]

Document Reviewed

[APPLICATION_NAME][DOCUMENT_NAME][COLLABORATOR_NAME]

[COLLABORATOR_NAME][COLLABORATOR_EMAIL][OWNER_NAME][DOCUMENT_NAME][APPROVE_REASON][UPDATE_TIME]

Document Completed

[APPLICATION_NAME][DOCUMENT_NAME]

[DOCUMENT_ID][OWNER_NAME][DOCUMENT_NAME]

Document Recalled

[APPLICATION_NAME][DOCUMENT_NAME]

[COLLABORATOR_NAME][OWNER_NAME][OWNER_EMAIL][DOCUMENT_NAME]

Sign-off Reminder

[APPLICATION_NAME][DOCUMENT_NAME]

[EMAIL_MESSAGE][COLLABORATOR_NAME][OWNER_NAME][OWNER_EMAIL][DOCUMENT_NAME]

Document Post Processing

[APPLICATION_NAME][DOCUMENT_NAME]

[USER_NAME][DOCUMENT_NAME][DOCUMENT_ID][EMAIL_MESSAGE][OWNER_NAME][OWNER_EMAIL]

Document Signed

[APPLICATION_NAME][DOCUMENT_NAME][COLLABORATOR_NAME]

[OWNER_NAME][DOCUMENT_NAME][COLLABORATOR_NAME][COLLABORATOR_EMAIL][UPDATE_TIME]

Document Declined

[APPLICATION_NAME][DOCUMENT_NAME][COLLABORATOR_NAME]

[DECLINE_REASON][OWNER_NAME][DOCUMENT_NAME][COLLABORATOR_NAME][COLLABORATOR_EMAIL][UPDATE_TIME]

Document Updated

[APPLICATION_NAME][DOCUMENT_NAME][COLLABORATOR_NAME]

[OWNER_NAME][DOCUMENT_NAME][COLLABORATOR_NAME][COLLABORATOR_EMAIL][UPDATE_TIME]

Send a Copy

[APPLICATION_NAME][DOCUMENT_NAME]

[DOCUMENT_OWNER][DOCUMENT_NAME][EMAIL_MESSAGE][COLLABORATOR_NAME][OWNER_EMAIL]

Document Processed by Others

[APPLICATION_NAME][DOCUMENT_NAME][COLLABORATOR_NAME]

[USER_NAME][DOCUMENT_NAME][ACTION_PERFORMED][COLLABORATOR_NAME][COLLABORATOR_EMAIL][UPDATE_TIME][OWNER_NAME]

Document Processed by Me

[APPLICATION_NAME][DOCUMENT_NAME]

[USER_NAME][DOCUMENT_NAME][ACTION_PERFORMED][DOCUMENT_OWNER][DOCUMENT_OWNER_EMAIL][UPDATE_TIME]

Publish Workflow Completion Report

[APPLICATION_NAME][DOCUMENT_NAME]

[DOCUMENT_NAME][PACKAGE_ID][HOST_URL][ERROR_DETAIL]

Comment Added to Document

[APPLICATION_NAME][DOCUMENT_NAME][COLLABORATOR_NAME]

[USER_NAME][DOCUMENT_NAME][ACTION_COMMENT_ADDED][COLLABORATOR_NAME][COLLABORATOR_EMAIL][UPDATE_TIME]

Shared Space

[APPLICATION_NAME]

[COLLABORATOR_NAME][WORKSPACE_NAME][WORKSPACE_SHARED_OWNER_INFO][APPLICATION_NAME]

Do not edit the text inside a placeholder otherwise they will malfunction.

  1. Text shown in CAPS within [ ] are the placeholders (system variables) that are used in the email content. You must not edit these variables text. They will be replaced automatically with the predefined text from the language file, upon sending the email notification.

  2. The enterprise users within your enterprise can overrule these enterprise email customizations through their personal email settings.

  3. The emails sent from an enterprise account and from SigningHub to the enterprise users are branded as per the enterprise branding configurations, and will have the company defined customizations (i.e. header, footer, logo, etc.) in the email content.

  4. The existing users who have upgraded their SigningHub to the latest release may click the "Reset to Default" button to get the new email types in the "Type" drop down.

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