Ironclad Signature Email Notifications

 

This article explores the various emails individuals may receive when using Ironclad Signature.

 

Ironclad sends email notifications to senders and recipients throughout the signing process. You can modify certain emails that may contain different information depending on if the signer is internal to your company (i.e. authenticated / logged in to Ironclad) or an external signer. 

 

Keep the following considerations in mind: 

1. The signature request email body can be modified. All other email bodies cannot be modified.
2. Certain email header elements, including the from name, reply-to name, reply-to email address, and CC recipients, can be modified in the Workflow Configuration and apply to all email notifications. 
3. Email branding and sending domain (ironcladapp.com) cannot be modified. All emails from Ironclad Signature will come from noreply@sign.ironcladapp.com, and if they are replied-to, are sent to noreply@mg.ironcladapp.com (unless the reply-to email is customized).
4. Reminders can be manually triggered by any workflow participant or triggered automatically based on the Workflow Designer configuration.

 

Email Notification Overview

When Are Notifications Sent?

Signature request emails are sent to all signers based on signing order. Voided, Rejected, or Completed emails are only sent in certain situations (described in the following sections). If sent, they are only sent to signers who have already received the signature request, CC’d recipients, and senders.

 

The workflow configuration, actions taken by signer or signatures, and the number of signers determine email recipients and cadence, illustrated below. Here are some considerations: 

1. Signers only receive a second email after they receive the signature request email. 
2. All CC recipients are sent a version of the signature request email, regardless of signing order
3. Senders are only notified if a signer reassigns or rejects the signature packet, or if the signature coordinator cancels the signature packet.

 

One Signer

 

Multiple Signers

 

Email Summary

The following emails may be sent to signer, cc recipients, and senders:

 

Signature Request

The signature request email is sent to all signers and CC recipients. All recipients receive personalized signing URLs that automatically expire after 30 days, and may see different information in the email based on who they are.

• Internal signers (i.e. part of your company and authenticated) receive a personalized singing URL in addition to Workflow context, like the approvals received during the Review step. 
• External signers (i.e. a counterparty, or an unauthenticated internal signer) still receive a personalized signing URL, but do not receive Workflow context.
• CC recipients are notified that the signature packet was sent out, and are able to view the document throughout the singing process.

 

Reminder

The reminder email is sent when a workflow participant triggers the reminder to signer(s) from the Sign step manually, or it is configured to be sent automatically in Workflow Designer Sign settings.

 

Reassigned

The reassigned email is sent when a signer is reassigned by (a) the Signer or (b) the signature coordinator.

 

Voided

The voided email is sent when a signature coordinator cancels the signature packet from the Sign step.

 

Rejected

The rejected email is sent when one signer rejects the signature packet from the acceptance experience. When rejected, the sender and all recipients receive an email notification including who rejected the packet. 

 

Completed

The completed email is sent when all signatures have been collected. When completed, all recipients receive an email notification with a stamped PDF of the document attached. The document is also available in Ironclad Repository.

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Customize Email Headers

Ironclad Signature sends emails through a shared email provider with the following email header elements. Email header customizations apply to all emails sent as part of the signing process.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify.
2. Click the Sign tab, and then click Settings.
3. Under eSignature, click More Settings. Modify the desired email header elements and click Save.

   Email Header Element	Default Value	Supported Customizations
   From name	[Company External Display Name]	Static or tagged text
   From address	noreply@sign.ironcladapp.com	None
   Reply-to name	[Company External Display Name]	Static or tagged text
   Reply-to address (Reply-to recipient)	noreply@mg.ironcladapp.com	Email addresses, users, groups, or email properties
   To	N/A	None (Customized via Signature Matrix)
   CC	N/A	Email addresses, users, groups, or email properties
   Subject	[Record Type]  ([Counterparty Name] and [Company External Display Name]) needs your signature	Subject copy, properties within subject

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Customize the Signature Request Email

You can modify the signature request email to provide additional context and color to your request for signature. While not every element of the email can be modified, you can modify the following elements. To understand what email header elements are customizable, refer to Customize Email Headers.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify.
2. Click the Sign tab, and then click Settings.
3. Under eSignature, click More Settings. Modify the desired email header elements and click Save.

   Email Element	Use case	Supported Customizations
   Packet title	Help signers better understand what they’re being asked to signed	Static or tagged text
   Packet message	Provide additional context, information, or instructions to the message sent to signers.	Static or tagged text

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Customize Other Email Notifications

The email body and elements for emails other than the Signature Request email cannot be modified.

Send Signature Packets from a Specific User

Sending signature packets from a “From Name” that signers recognize helps expedite the signing process. You can provide a static name, select from a handful of pre-built properties like “Company Display Name”, or send from an contextual individual, like the Workflow Creator, using a custom property.

Use the following example to create a custom property that pulls in the name of the Workflow Creator. Then, use that property to dynamically populate the packet From Name. 

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify.
   Click the Sign tab.
2. In the Properties and Conditions panel, click the plus sign and create a new text property.
3. Name the property. For example, Dynamic From Name.
4. Create a new Formula.
5. Select UserAttribute() and define the user, property, and default value.
   Example: UserAttribute([Workflow Creator],”displayName”, [Company Display Name])
6. Save the formula.
7. In the Sign tab, click Settings.
8. Under eSignature, expand More Settings.
9. Under eSignature Packet, enter the new custom property in the Packet from name.
10. Click Save. Now, when the signature packet is sent out for signature, the Display Name of the Workflow Creator will appear as the From Name.