COBBLESTONE SOFTWARE

Contract Insight — User Guide

Notifications & Email Alerts - E-Signature

Module: Document Collaboration Gateway › Document Collaboration Gateway E-Approvals & E-Signatures › Notifications & Email Alerts - E-Signature

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Template and theme names shown in the screenshots are from a test environment; yours may differ.

1. Overview

Signature process notifications work the same way as approval notifications. Inside a running process, each signing group and each participant shows when they were last notified, and you can send the invitation again with Resend.

Separately, two system-wide Administration tools control the emails themselves, for every process type:

• Notification Templates: what each email says (title, subject, body and placeholders), and which theme it uses.
• Notification Themes: how the emails look (layout, colors, header and footer).

2. Key Elements

• Approvals & Signatures → Negotiation Processes: lists every approval and signature process, with Open console for each one.
• notified timestamp: shown on each signing group and on each participant in the process console.
• Resend (group) and Re-send this invitation (bell icon, per participant): send the signature invitation again.
• Administration → Notification Templates: edit an email's Title, Subject, and Body, insert record placeholders, choose its Theme, and Preview with sample data before you Save.
• Administration → Notification Themes: add, edit, preview, or set default themes. Each theme has a Base layout (Standard or Task) and its own Colors.

3. Checking When Signers Were Notified

1. From the Contract Insight homepage, hover over the Approvals & Signatures icon in the left navigation bar and select Negotiation Processes.
2. To show only signature processes, set the first filter to Signatures only. Use the status filter (for example, Active) or the Search box to narrow the list.
3. Click Open console on the process.

4. Under Groups and participants, find the current group. The group header shows when the group was notified.
5. Each participant row also shows its own notified date and time below the participant’s name.

Note: You can also open the console from the record: Attachments & Templates → Saved documents → Manage (gear) icon → Signatures → Open the process console.

4. Resending a Signature Notification

1. Open the process console (see Section 3).
2. To re-send the invitation to everyone in the current group, click Resend on the group header.
3. To re-send to one participant, click the Re-send this invitation (bell) icon on that participant’s row.
4. The notified timestamp shows when the notification was sent.

See the screenshot in Section 3.

5. Editing Notification Email Content

5a. Opening Notification Templates

1. Click the Administration icon at the bottom of the left navigation bar.
2. In Search administration, type Notification.
3. Click Notification Templates. (Click Notification Themes to change how emails look; see Section 6.)

5b. Editing a Template

1. Choose an area (for example, Contracts & Committals) from the dropdown, then select a template from the list. Use Filter these templates to find one quickly, or click New template to create one.
2. On the Message tab, edit the Title, Description, and Subject.
3. Edit the Body in HTML or Rich text mode. To add record details, type { where you want one, or click a placeholder in the Insert a placeholder panel.
4. Use the Fields and Rules tabs to set which record details the template can show and which records it applies to.

Note: If the body contains a placeholder the system can’t fill in, a warning appears above the body, and that placeholder is marked in red. It will arrive in the email exactly as written.

5c. Choosing a Theme and Saving

1. Scroll below the body and select a Theme (click Design themes to open Notification Themes).
2. Optionally, enter addresses in Also email these addresses whenever this template changes.
3. Check or uncheck Active to turn the template on or off. This setting is locked while a workflow task uses the template.
4. Click Preview with sample data to check the email, then click Save. Edits take effect on the next send.

6. Changing How Notification Emails Look

6a. Notification Themes List

1. Open Administration → Notification Themes (see Section 5a).
2. Review the themes. Kind shows whether each is a Standard email or Task email theme. Badges mark the Default and Task default themes, and Built in themes can't be edited or deleted.
3. Click the Preview this theme (eye) icon to see a theme, Edit to change a custom theme, or Add theme to create one.
4. Click Set defaults to choose which themes are used by default.

6b. Editing a Theme

1. Enter or change the Theme name (up to 20 characters, and unique).
2. Select a Base layout. Task layouts include the task's name and action buttons, so pick one for task reminders.
3. Under Colors, set the Header, Sub-heading, Body background, Links, Buttons, Task name, and Footer colors. Click Reset to the layout's colors to start over.
4. Check the Preview on the right.
5. Click Save theme, or Cancel to discard changes. Saved changes apply to the next email sent.

7. Quick Reference Summary