Custom Email Configuration on Workflow Designer

Custom Emails For Each Stage

Configure custom emails at the following points:

• Create: After the workflow launches.
• Review: After the workflow is fully approved.
• Sign: After the contract is fully signed. Not every workflow has a Sign stage.

Counterparty form request emails are configured separately on the counterparty form. For more information, see Add a Counterparty Form.

Create Custom Emails

To create custom emails:

1. In Workflow Designer, select the workflow configuration you want to edit.
2. Select Create, Review, or Sign, then open Create Custom Email or Custom Emails, depending on the stage.
3. Edit the subject line. Default subjects identify the workflow event, record type, and counterparty.
4. Add at least one recipient and enter the email body using the section below.
5. Configure the email’s settings, then save and publish the workflow configuration.

Select Create new email to create another custom email. Selecting this control creates a new email even if you do not configure its settings immediately.

Add Custom Email Recipients

Every custom email requires at least one recipient. Workflow owners receive a copy and do not need to be added separately.

You can add recipients by:

• Adding an email address
• Typing and selecting the name of a company user or group
• Selecting an email field from your workflow configuration (e.g., Legal POC or Company Signer)

Verified addresses appear in blue. Unverified or incomplete addresses appear in grey. 

If a group is included as a direct or CC recipient, the custom email is sent only to the group’s default user.

Add a Custom Email Body

Enter the message body and use the editor toolbar to format text, create numbered or bulleted lists, or insert links.

To insert a property, enter an opening square bracket ([) and select the property. You can also copy a property code from the attributes panel and paste it into the subject or body. Property codes appear as tags when you leave the text area.

The following property types cannot be inserted into the subject or body:

• Table
• Yes/No Form
• File Upload
• Related Record

The File Upload restriction applies only to property tags. It doesn’t prevent you from uploading a static file as an email attachment. Static files can be attached to counterparty form request emails.

Custom Email Editor Toolbar

At the bottom of the email body, you can access the editor toolbar to format text or attach signature packet documents.

The following options are available:

• Text style: Switch between normal text and header text
• Text formatting: Bold, italicize, or underline text
• Lists: Create numbered or bulleted lists
• Links: Insert hyperlinks into the body text

If there are other properties you would like to add, you can do so by copying the property's code from the attribute panel.

To add a link to the workflow:

1. Add the internal recipient in the To field.
2. Select the link icon, then select Insert workflow URL.
3. Select Save to insert the workflow URL.

To add files to an email:

1. In Workflow Designer, open the workflow configuration.
2. Open the email you want to configure:
   • For a custom email, open Create, Review, or Sign, then open Create Custom Email or Custom Emails.
   • For a counterparty form request email, open the counterparty form and scroll down to Customize Email.
3. In the email body toolbar, select Attach a file (the paperclip icon), then choose a supported file from your device.
   • Note: You can click the document icon to attach a workflow document. This feature is available to all users starting November 5, 2026.
4. Wait for the upload to finish. The file appears below the email body with its filename and size.
5. Repeat to add more files within the per-email limits.
6. Save and publish the workflow configuration.

You can have up to five uploaded files per email, with a maximum file size of 10 MB per uploaded file and a maximum combined size of 15 MB of uploaded files per email.

In the Create and Review stages, you’ll also see a paperclip icon in the toolbar that allows you to attach signature packet documents to your custom email. Learn more about attaching files to signature packets.

If you wish to exclude signature packet documents (previously draft documents) from the custom email, click the X icon. To add a signature packet to your custom email, click the paper clip icon.

To view which documents are in the signature packet and will be sent with the custom email, navigate to Workflow Designer > Sign > Settings > Signature Packet Documents.

In custom emails sent after the Sign stage, the paperclip icon attaches a PDF of the fully signed contract. 

If a workflow configuration has no signers configured at the Sign stage, attaching signature packet documents won’t send the attachments with the custom email. In this case, you can still send attachments by navigating to Workflow Designer > Sign > Settings > Signature Packet Documents and enabling the Show main documents as included in signature packet option. 

Custom Email Settings

Under the body of your custom email, you can access the Settings section. There are two settings you can configure:

• When should this email be sent?
• (Review stage only) Should internal comments be included?

Drafts attached to custom emails sent after the Review stage may include internal comments and outstanding redlines. To prevent sharing internal comments, click the Hide internal comments option before sending.

Clicking the Create new email button under the email editor creates a new custom email in your workflow. This happens whether or not you configure the email’s settings right away.