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.
Login with your enterprise admin credentials.
Click "Configuration" in left menu and click on "Notifications" in Settings options in Enterprise Configurations.
Expand "Email Content" tab.
Click on any email type and click "Edit" button in right panel.
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.
Enterprise emails have been categorised into two main categories, they are:
Account Emails
Enterprise Invitation
Account Registered
Account Registration Completed
Account Activation Required
Reset Password
Reset Password Completion
Document Emails
Document Shared
Document Reviewed
Document Completed
Document Recalled
Sign-off Reminder
Post Processing
Document Signed
Document Declined
Document Updated
Send a Copy
Document Processed by Others
Document Processed by Me
Publish Workflow Completion Report
Comment Added to Document
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.
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.
The enterprise users within your enterprise can overrule these enterprise email customizations through their personal email settings.
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.
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 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]
SigningHub allows you to enable/ disable On-Screen, Email/SMS and Push notifications for your enterprise. These notifications are specifically associated with their accounts and workflow related activities, and are used to intimate them and their recipients when any immediate attention is required. The configured settings from here will be applicable to all the enterprise users' accounts within your enterprise.
The "On Screen" notifications are those that usually appear under user's system notifications for account related events.
The "Email/SMS" notifications are those that are sent through emails to enterprise users and their recipients for any workflow related actions.
While the "Push" notifications are sent on those users' mobile devices (as a pop-up message) on which SigningHub Mobile app (i.e. Android or iOS) has been installed. Users don't necessarily have to be in the SigningHub Mobile app or using their devices to receive them.
Login with your enterprise admin credentials.
Click "Configuration" in left menu and click on "Notifications" in Settings options in Enterprise Configurations.
Under the "Notifications" tab, switch on the relevant buttons toggles (i.e. On Screen, Email/SMS, and/ or Push) as required to configure the notification(s) accordingly for your enterprise users. You can also tick all the check boxes against an event.
Click "Save changes" button.
"Simple Electronic Signature LImit Reached" option will only be displayed, if the "SIMPLE_ELECTRONIC_SIGNATURES" module enabled in the license.
Signatures specify digital signatures (PKI signatures) performed using all level of assurance except Simple Electronic Signature (eSignature) if "SIMPLE_ELECTRONIC_SIGNATURES" module enabled in the license. If "SIMPLE_ELECTRONIC_SIGNATURES" module disabled in the license than system will work as of today and specify signatures (PKI or Non-PKI) performed using any level of assurance.
By default, On screen and Email/SMS notifications are sent to pending recipients only.
The enterprise users within your enterprise can overrule these enterprise notifications configurations through their personal notifications settings.
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, Users and Signatures then Limit Reached Notifications will be hidden for the account owner.
The SMS notifications will only be sent, if the "Enable SMS notifications" option is enabled in your service plan.
| Events | Description |
|---|---|
When the service plan stats have been reset
Service Plan
When the signature limit has been reached
Enable the toggles (i.e. On Screen and Email) to receive the on screen and email notifications(s) accordingly for Enterprise Owner, when 80% of the Constraint Limit of signatures is reached as per service plan.
When the simple electronic signature limit has been reached
Enable the toggles (i.e. On Screen and Email) to receive the on screen and email notifications(s) accordingly for Enterprise Owner, when 80% of the Constraint Limit of simple electronic signatures is reached as per service plan.
When the service plan has been changed
Enable the toggles (i.e. On Screen) to send the notification(s) accordingly to your Enterprise Owner, when your account's service plan is changed.
Payments
When an online payment has been received
Enable the toggles (i.e. On Screen) to send the notification(s) accordingly to your enterprise users, when the online payment against your enterprise account is successful.
Notify the enterprise user
When the forgot password flow has been initiated
Enable the toggles (i.e. On Screen and/or Email) to send the notification(s) accordingly to your enterprise users, when they click the "Forgot password" link.
When the account password has been changed
Enable the toggles (i.e. On Screen and/or Email) to send the notification(s) accordingly to your enterprise users, when they change their account password.
When there has been a failed login attempt
Enable the toggle (i.e. On Screen) to send the notification(s) accordingly to your enterprise users, when their login attempt is failed in SigningHub.
Notify document owner
When their documents have been processed by others
Enable the toggles (i.e. On Screen, Email/SMS, and/or Push) to send the notification(s) accordingly to the Document Owner, when their shared document is reviewed, updated, or signed by a recipient.
When their documents have completed
Enable the toggles (i.e. On Screen, Email, and/or Push) to send the notification(s) accordingly to the Document Owner, when their document workflow is complete.
When the documents are processed by them
Enable the toggles (i.e. On Screen, Email/SMS, and/or Push) to send the notification(s) accordingly to the Document Owner, when their shared document is reviewed, updated, or signed by a recipient.
With a daily summary email of all their pending documents
Enable the toggles (i.e. Email) to send a summary email to the document recipients from SigningHub, for all their pending documents on each day end, instead of sending individual email notifications for each document that is shared with them.
The summary email contains the total count of their pending documents along with the "Sign Now" button that will take them to the Bulk sign screen.
When there are subsequent changes in documents that they have received
Enable the toggles (i.e. On Screen, Email/SMS, and/or Push) to send the notification(s) accordingly to the document recipients, 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 they have processed earlier. However, in case of a new comment, SigningHub does not send a push notification.
Notify the recipients
When documents have been recalled from them
Enable the toggles (i.e. On Screen and/or Email/SMS) to send the notification(s) when you recall your document, 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)
