Email Notifications

The Email section of the Administration console displays all of the email design sets and email designs currently configured for the Nintex eSign application. Email designs sets are custom email templates that can be used when sending out a document for signing. These designs sets can include information such as the business name of the client, as well as include any branding necessary for your business.

In this section you can view all of the configured sets, and create new custom email sets. Email designs with a "locked" symbol are design sets that are configured by default and cannot be edited.

The following video provides guided instructions on how to set up custom email notifications:

Custom Email Designs

Custom emails are a fantastic method of branding, and they also provide a means of catering emails to customers.

Even if there is no intention creating an entire custom email design set immediately, it is strongly recommend to set the default email design set to Default Designs, rather thanBuilt-In – English. The name, Default Designs can be renamed to fit the needs of the company or customers the email set is designed to reach.

Use the following steps to set a default email design:

  • Go to the Administration Tab – Email.

  • Click Edit which is found next to Default Designs.

  • Check the Make Default box.

  • Click the Save button.

These email bodies are the exact same as the Built-In – English set, however these sets can edited and to suit your needs.

Emails that are sent to signatories are grouped into Email Design Sets. When a new document is created for signing, or a new design for a template is started, the Email Design Set can be chosen that will be used for the object. Then for each event in the document life cycle a specific Email Design from those available can be selected to convey the appropriate message.

Email Design Sets

A certain number of default email sets are present when first viewing an account. Some of these built-in sets will be locked and may not be modified.

Initially you are provided with an editable design set called Default Designs. This will be set as the default design set, so that when creating new templates it will automatically be selected as the design set for that template. The name of this set can be changed, or another default set can be selected.

You may create additional design sets. If you are going to create a number of sets then you should consider naming your sets so that they match the expected use of the set.

Use the following steps to create a new email design set:

  • Click New to enter the email design.

  • Give the design set a meaningful name.

  • Check the Make Default box to default the email design set to be used for any new documents any user has set up.

  • It will still be possible to select a different design set when documents are launched.

  • Pick an Email Design Set to Copy.

    When copying an existing set, ALL emails that are part of that set will also be copied.

  • Select None to make an empty set

  • Click Save when finished.

Later, you may click Edit to change the name and default settings on the design set.

Tracking Where Designs are Used

To help keep track of where your emails are being referenced, both Email Design Sets and Email Designs display a "Use Count". When a set is the default on a template, or an email is referenced in a document or envelope template, a number will be displayed. You may click on this number to see a list of templates where your email design is used.

Email Designs

We recommend copying an existing set when first getting started creating email designs. This is especially important when creating a design that may contain links to signing or completed documents: copying an existing built-in template will ensure the email is created with all the important elements to start with. To copy an existing design simply click the copy link, and a new design will be opened based on the selected existing design.

Use the following steps to create a new email design:

  • Click New and enter an email design name

  • Click on the drop down arrow to select an email design set

  • Enter an email Subject. You can insert a merge field, such as recipient, company name, etc.

  • Edit the email Body by typing the contents in the space provided. A preview is shown below the content editor window. You may utilize the tool bar to perform some styling. Merge fields, which are markers for insertion of session specific information added at runtime, may also be incorporated in the body of the email.

  • Click the Save button to add the email design.

Later, you may click Edit to change your email subject and to edit the content.