Custom Email Configuration on Workflow Designer

Custom Emails For Each Stage

You can set up custom emails to automatically send at three points in your workflow:

• Create: Send a custom workflow email to notify parties once a workflow is launched.
• Review: Send a custom workflow email to notify parties once a workflow is fully approved.
• Sign: Send a custom workflow email to notify parties once a contract is fully signed. Not all workflows have a Sign stage.

Create Custom Emails

In the Create, Review, or Sign stages of your workflow, navigate to the Create Custom Email (or Custom Emails) tab.

Depending on the workflow stage you’re sending the custom email from, you will see different default subject lines reflecting the purpose of your email:

• Create: Workflow launched: Record Type with Counterparty Name
• Review: Workflow approved: Record Type with Counterparty Name
• Sign: Completed contract: Record Type with Counterparty Name

You can customize subject lines as desired.

Add Custom Email Recipients

Every email requires at least one recipient. Workflow owners are always sent a copy of the custom email, and don’t need to be added as a recipient.

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)

In this example, I added the “Counterparty Signer Email” property.

You can also add non-users as recipients by typing in individual email addresses:

• Verified emails display as blue
• Unverified or incomplete addresses display as grey

Sending Custom Emails to a Group

If a group is included when you address an email directly to, or CC in recipients, the custom email will only be sent to the group’s default user.

Add a Custom Email Body

You can add a message body and include properties within the text.

For example, I've included the Record Type and Counterparty Name tags within the body of the email. You can copy these property types from the subject line, which appears with brackets when you're within the email body. Once you click out of the text area, the property types will appear as tags.

Supported and Unsupported Property Types

You can add properties by copying the property’s code from the Attributes panel on the left.

The following properties can’t be added into the email body or subject line:

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

Properties can also be added by typing a square bracket ( [ ) in the email body and selecting it from the dropdown list that appears.

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 that sends internal users to the associated workflow:

1. In the To property, select the internal user you’d like to receive the email.
2. Click the link icon.
3. Click Insert workflow URL.

4. Click Save to automatically populate the workflow URL.

   

5. Click the three dots next to the property you want to copy into the body or subject line.
6. Click Copy property code.
7. Paste the property code to automatically fill in the information based on inputs from the Form Builder.
8. Click Done in the top-right corner.

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.