Customizing S-Sign Notifications

S-Sign provides the flexibility to customize the automated emails sent during various stages of the document signing process. This guide highlights the key features of custom notification templates.

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🚀 Key Features

Customizing your S-Sign notifications allows you to maintain brand consistency and provide clearer instructions to your signers.

Supported Notification Types

You can create custom templates for the following system-generated events:

• Partial Confirmation: Sent to a signer after they submit, if other signers are still pending.
• Final Confirmation: Sent to all signers once the document is fully executed (includes the signed PDF).
• Signer Declined: Sent to the Salesforce user who initiated the request when a signer refuses to sign.
• Reminders: Sent at specified intervals to nudge pending signers.
• Expiration: Sent when an e-signature request reaches its time limit.
• Voided: Sent when a Salesforce user manually cancels a signature request.

Special Field Integration

S-Sign provides a robust list of "special fields" that can be dynamically merged into these emails:

• Signer Details: [[SIGNER_NAME]], [[SIGNER_EMAIL]], [[SIGNER_ROLE]]
• Process Info: [[SIGN_LINK]], [[NUM_SIGNERS_REMAINING]], [[DECLINE_REASON]]
• Document Info: [[DOCUMENT_NAME]], [[EXPIRATION_DATE]], [[VOID_REASON]]

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🛠️ Configuration Steps

Setting up custom notifications involves three primary phases: Permissions, Creation, and Assignment.

1. Edit S-Sign Internal User Profile

Before creating templates, ensure the S-Sign Internal User profile has the necessary permissions.

• Navigate to Setup > Profiles.
• Select the S-Sign Internal User profile.
• Under Custom Object Permissions, ensure Modify All is checked for:

  • S-Docs
  • S-Docs Fields
  • S-Docs Relationships

2. Create the HTML Email Template

Custom notifications are built using the standard S-Docs template builder.

• Related To Type: Use the same base object as your main S-Sign PDF template (e.g., Opportunity, Contact).
• Template Format: Must be set to HTML.
• Design: Use the S-Docs editor to add branding, text, and the Special Fields mentioned above.

3. Assign the Template to S-Sign

Once the email template is ready, link it to your document template:

1. Open your S-Sign enabled PDF template.
2. Go to the S-Sign Template Settings tab.
3. Locate the S-Sign Notification Settings panel on the left.
4. Copy the Template ID (from the browser URL) of your new HTML email.
5. Paste the ID into the corresponding field (e.g., "Partial Confirmation Template ID").

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⚠️ Important Considerations

• From/Reply-To Addresses: Unlike standard S-Docs templates, these addresses cannot be edited within the custom HTML template. They must be configured via external S-Sign settings.
• Version Requirements: Reminder, Expiration, and Voided notifications require S-Docs version 4.449+.
• Scalability: You can use one generic notification template across all S-Sign documents or create unique notifications for specific document types.