How to customize document emails and alert your team when a document is signed

Step by step

Create the email template

1. Open Marketing › Emails › Templates and click Create Template.
2. Write the subject and body. Insert variables so the email fills itself in:
   • from the contact: name, email (e.g. {{contact.first_name}});
   • from the document: link, total and due date (e.g. {{proposal.url}}, {{proposal.total}}, {{proposal.due_date}}).
3. Save as a template. It now appears in the template list for document notifications.

Set up the emails the client receives

1. Open Payments › Documents & Contracts and click Settings (top right).
2. Choose Customer Notifications.
3. Under Email Sender, turn on the toggle and fill in the From Name and From Email the client will see. If off, the system sender is used.
4. Under CC, turn on the option and enter the email addresses that should get the same email as the client (the document and, at the end, the signed copy).
5. Under Document Received, pick the template and edit the subject; use Preview to check it.
6. Repeat for Document Signed and Document Expiry Warning.
7. Save.

Pick the email at send time

1. Open the document and click Send.
2. In the Email Template dropdown, choose the template for this send.
3. Click the edit icon to tweak the subject or body just this once.
4. Review and send.

Alert your team

1. By default, whoever sends the document gets the internal alerts. Under Settings › Team Notifications you can change the From Name and From Email of those alerts.
2. To alert other people, open Automation › Workflows and create a workflow with the Documents & Contracts trigger, choosing the event (sent, viewed, signed, completed).
3. Add the Internal Notification action and pick users, roles, teams or email addresses.
4. Optionally add conditions (template name, deal value) and other actions (tag, move opportunity).
5. Save and publish.