---
title: "Notifications & Email Alerts - E-Signature"
slug: "notifications-amp-email-alerts-e-signature-1"
updated: 2026-10-29T17:03:07Z
published: 2026-10-29T17:03:07Z
canonical: "wiki.cobblestonesoftware.com/notifications-amp-email-alerts-e-signature-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Notifications & Email Alerts - E-Signature

**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.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/01_negotiation_processes.jpg)

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

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02_console_notified.jpg)

**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.)

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/03_admin_notification.jpg)

## 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.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/04_notification_templates.jpg)

**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.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05_template_settings.jpg)

# 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.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/06_notification_themes.jpg)

## 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.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/07_edit_theme.jpg)

# 7. Quick Reference Summary

| Task | Where | Action |
| --- | --- | --- |
| Find a signature process | Approvals & Signatures → Negotiation Processes | Filter **Signatures only** → **Open console** |
| See when a group or signer was notified | Process console → Groups and participants | **notified** timestamp |
| Re-send to a whole group | Process console | **Resend** |
| Re-send to one signer | Process console | Bell icon (**Re-send this invitation**) |
| Change email wording | Administration → Notification Templates | Choose area → template → edit → **Save** |
| Insert record details into an email | Notification Templates → Body | Type **{** or use **Insert a placeholder** |
| Change which theme an email uses | Notification Templates → Theme | Select a theme → **Save** |
| Change how emails look | Administration → Notification Themes | **Edit** / **Add theme** → **Save theme** |