SigningHub enables you to even customise the content of email notifications that are associated with your workflow activities. These emails are used to intimate you (document owner) and the recipients about your workflow progress.
Click "Configuration" then click "Notifications" under Settings options in Personal Configuration section.
Click the "Email Content" tab.
Select an email template (i.e. Send a Copy, Document Completed, Document Declined, etc.) and click Edit button, in right panel. The default content (subject and body) of selected email type will be displayed in the respective fields.
Customize the text of email subject and email body as required. You can also use the source code option to add the HTML code for email design.
Click the "Save changes" button. Click the "Reset to default" button to discard your customizations and bring the content of all the emails back to their default.
There are certain document related emails that you can edit, i.e.:
Document Shared
Document Reviewed
Document Completed
Document Recalled
Sign-off Reminder
Document Post Processing
Document Signed
Document Declined
Document Updated
Send a Copy
Document Processed by Others
Document Processed by Me
Comment Added to Document
Shared Space
Each email has got a distinct purpose in the SigningHub 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.
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:
Do not edit the text inside a placeholder otherwise they will malfunction.
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.
In case you are logged in as an enterprise user and edit your personal emails content, then your email modifications (in the content) will overrule your default enterprise email content.
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 customisations (i.e. header, footer, logo, etc.) in the email content.
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.
Email layout can be rendered from right to left in case of those languages that has right to left script, this can be done by configuring email notifications advanced settings.
| Email Type | Allowed Placeholders in Email Subject | Allowed Placeholders in Email Body |
|---|---|---|
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]
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]
SigningHub allows you to enable/ disable the On-Screen, Email/SMS and Push notifications. These notifications are specifically associated with your account and workflow related activities, and are used to intimate you and your recipients when any immediate attention is required.
The "On Screen" notifications are those that usually appear in your system notifications for account related events.
The "Email/SMS" notifications are those that are sent through emails to you and your recipients for any workflow related actions.
While the "Push" notifications are sent directly on your mobile device as a pop-up message, if you have installed SigningHub Mobile app (i.e. Android or iOS) on it. You don't necessarily have to be in the SigningHub Mobile app or using your devices to receive them.
Click "Configuration" then click "Notifications" under Settings options in Personal Configuration section.
Under the "Notifications" tab, Enable the options (i.e. On Screen, Email, and/ or Push) as required to send and receive the notification(s) accordingly. You can also enable all the options against an event.
Click "Save changes".
See the below table for description.
By default, On screen and Email/SMS notifications are sent to pending recipients only.
In case you are logged in as an enterprise user, these notifications configurations will overrule your enterprise notification configurations.
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 customisations (i.e. header, footer, logo, etc.) in the email content.
In case constraints are set to unlimited in Service Plan for Templates, Workflows, and Signatures then Limit Reached Notifications will be hidden for the account owner.
Notifications related to Limit Reached, Payments, Account Downgraded will be displayed for Individual account only.
The SMS notifications will only be sent, if the "Enable SMS notifications" option is enabled in your service plan.
| Events | Description |
|---|---|
Notify me when
Account
When the forgot password flow has been initiated
Enable option (i.e. On Screen and/or Email) to receive the notification(s) accordingly, when you click the "Forgot password" link.
When the account password has been changed
Enable option (i.e. On Screen and/or Email) to receive the notification(s) accordingly, when you have changed your account password.
When there has been a failed login attempt
Enable option (i.e. On Screen) to receive the notification(s) accordingly, when your login attempt is failed in SigningHub.
Documents
When my documents have been processed by others
Enable option (i.e. On Screen, Email/SMS, and/or Push) to receive the notification(s) accordingly, when your shared document is reviewed, updated, or signed by a recipient.
When my documents have completed
Enable option (i.e. On Screen, Email, and/or Push) to receive the notification(s) accordingly, when your document workflow is complete.
When the documents are processed by me
Enable option (i.e. Email) to receive the email notification(s), when you sign, update, or review a workflow document.
With a daily summary email of all my pending documents
Enable option (i.e. Email) to receive a summary email from SigningHub for all your pending documents on each day end, instead of receiving individual email notifications for each document that is shared with you. The summary email contains the total count of your pending documents along with the "Sign Now" button that will take you to the Bulk sign screen.
When there are subsequent changes in the documents that I have received
Enable option (i.e. On Screen, Email/SMS, and/or Push) to receive the notification(s) accordingly, for every change (i.e. signed by other, annotated by other, reviewed by other, updated by other, commented by other, added approval or decline reasons by other, etc.) on the document, which you have processed earlier. However in case of a new comment, SigningHub does not send a push notification.
Notify recipients when
When documents have been recalled from them
Enable option (i.e. On Screen and/or Email/SMS) to send the notification(s) when documents have been recalled from them, either:
to pending recipients (all those document recipient(s) who haven't yet processed the document) or,
to all recipients (all those document recipient(s) who received the document, irrespective of whether they have processed it or not)
When documents have been shared with them
Enable option (i.e. On Screen, Email/SMS, and/or Push) to send the notification(s) accordingly, to all the document recipients (on their turn), when a document is shared with them.
