Custom Email Configuration on Workflow Designer

This article will walk through how to configure custom emails in Workflow Designer. test

Custom Emails For Each Step

Custom Emails are available under 1) Create, 2) Review and 3) Sign tabs. Each email will send after the corresponding steps of your workflow. Each email and corresponding time it will be sent are highlighted below:

1. Create Tab Custom Emails will send right after both the Launch Form and Counterparty Form (if configured) are submitted.
2. Review Tab Custom Emails will send right after the final approval is collected. Drafts attached to emails after the Review step will include internal comments and outstanding redlines.
3. Sign Tab Custom Email will send after all signatures have been collected.

When you click Create custom email, it creates a custom email whether or not you configure the custom email's settings. If you only clicked Create custom email for testing purposes, you must delete the email before navigating away from the workflow configuration.

Create Custom Emails

Under the Create, Review, or Sign tab of your Workflow Designer template, click on +Create Custom Email to set up this custom email.

Once the email has been added, you will see the first email in its editing view:

Each section will have a different default subject line. For Create, the subject line will read “Workflow Launched: Record Type with Counterparty Name” with the Draft Document as an attachment. For Review, the subject line will read “Workflow Approved: Record Type with Counterparty Name” with the Draft Document as an attachment. And for Sign, it will read “Completed contract: Record Type with Counterparty Name” with the Completed Contract (PDF) attached.

If you wish to remove any default documents, click the X button next to the attachment. To add the attached document back, click the paper clip icon.

Add Recipients

At least 1 “To” recipient is required for each email. “To” recipients can be configured as any email address, company user or group, and email properties set up in forms.

Note:If any recipient properties ("to" or "cc") include groups, only the default user of each group will receive the custom email.

Email form property types can be added as recipients, as well as existing groups and users on Ironclad.

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

Additionally, you may add any non-users to receive this completion email by typing an individual email address:

Verified emails will be saved in blue, while unverified or incomplete addresses will be grey.

Add Email Body

You can choose to add a message body here and include template properties within the text. For example, I have included the ‘Record Type’ and the ‘Counterparty Name’ tags within the body. You can copy these property types from the Subject line which will appear with brackets when you are within the body section of the email. Once you click out of the text area, these will appear as recognizable tags.

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

Available at the bottom of the body text property or utilize shortcuts to utilize the rich text formatting. Bold, Italicize or Underline text, as well as use numbered lists or bullet points.

Note: Table properties, Yes/No form property types, File Upload properties, and Related Record properties cannot be copied into the email body or subject line.

Click the three dots next to the property you want to copy into the Body or the Subject line, and then click Copy property code.

You can then paste the property and it will automatically fill in this information based on the inputs from the Form Builder. Once you have completed the email, click Done at the top-right corner!

Contract Completion Email Notification

Here is an example of the contract completion email and how the final PDF is attached.