SigningHub enables you to even customise the content of email notifications that are associated with your workflow activities. These emails are used to intimate you (document owner) and the recipients about your workflow progress.


Customise your email notifications content

  1. Click your profile drop down menu (available at the top right corner).
  2. Click the "My Settings" option. 
  3. Click the "Notifications" option from the left menu.
  4. Click the "Email Contents" tab.



  1. Select an email type (i.e. Send a Copy, Document Completed, Document Declined, etc.) from the "Type" drop down to edit its content.
    The default content (subject and body) of selected email type will be displayed in the respective fields.
  2. Customize the text of email subject and email body as required. You can also use the source code option   to add the HTML code for email design.
  3. Click the "Save" button. 
    Click the "Reset to Default" button to discard your customisations and bring the content of all the emails back to their default.


Types of Personal Emails
There are certain document related emails that you can edit, i.e.:

  • Document Shared
  • Document Reviewed
  • Document Completed
  • Document Recalled
  • Sign-off Reminder
  • Document Post Processing
  • Document Signed
  • Document Declined
  • Document Updated
  • Send a Copy
  • Document Processed by Others
  • Document Processed by Me
  • Comment Added to Document
  • Shared Space  


Each email has got a distinct purpose in the SigningHub workflows, and is sent to the users on a specific event. The names of these emails are precisely implying the events on which they are triggered.

Emails Content
The emails are comprised of particular placeholders which are automatically replaced with the predefined text (in the language file) upon sending. These placeholders are shown in CAPS within [ ]. The email templates along with their supported placeholders are given below:


Email Type

Allowed Placeholders in Email Subject

Allowed Placeholders in Email Body

Document Shared

[APPLICATION_NAME]

[DOCUMENT_NAME]

[COLLABORATOR_NAME]

[OWNER_NAME]

[DOCUMENT_NAME]

[EMAIL_MESSAGE]

[OWNER_EMAIL]

Document Reviewed

[APPLICATION_NAME]

[DOCUMENT_NAME]        

[COLLABORATOR_NAME]

[COLLABORATOR_NAME]

[COLLABORATOR_EMAIL]

[OWNER_NAME]

[DOCUMENT_NAME]

[APPROVE_REASON]

[UPDATE_TIME]

Document Completed

[APPLICATION_NAME]

[DOCUMENT_NAME]

[DOCUMENT_ID]

[OWNER_NAME]

[DOCUMENT_NAME]

Document Recalled

[APPLICATION_NAME]

[DOCUMENT_NAME]

[COLLABORATOR_NAME]

[OWNER_NAME]

[OWNER_EMAIL]

[DOCUMENT_NAME]

Sign-off Reminder

[APPLICATION_NAME]

[DOCUMENT_NAME]

[EMAIL_MESSAGE]

[COLLABORATOR_NAME]

[OWNER_NAME]

[OWNER_EMAIL]

[DOCUMENT_NAME]

Document Post Processing

[APPLICATION_NAME]

[DOCUMENT_NAME]

[USER_NAME]

[DOCUMENT_NAME]

[DOCUMENT_ID]

[EMAIL_MESSAGE]

[OWNER_NAME]

[OWNER_EMAIL]

Document Signed

[APPLICATION_NAME]

[DOCUMENT_NAME]        

[COLLABORATOR_NAME]

[OWNER_NAME]

[DOCUMENT_NAME]

[COLLABORATOR_NAME]

[COLLABORATOR_EMAIL]

[UPDATE_TIME]

Document Declined

[APPLICATION_NAME]

[DOCUMENT_NAME]        

[COLLABORATOR_NAME]

[DECLINE_REASON]

[OWNER_NAME]

[DOCUMENT_NAME]

[COLLABORATOR_NAME]

[COLLABORATOR_EMAIL]

[UPDATE_TIME]

Document Updated

[APPLICATION_NAME]

[DOCUMENT_NAME]        

[COLLABORATOR_NAME]

[OWNER_NAME]

[DOCUMENT_NAME]

[COLLABORATOR_NAME]

[COLLABORATOR_EMAIL]

[UPDATE_TIME]

Send a Copy

[APPLICATION_NAME]

[DOCUMENT_NAME]

[DOCUMENT_OWNER]

[DOCUMENT_NAME]

[EMAIL_MESSAGE]

[COLLABORATOR_NAME]

[OWNER_EMAIL]

Document Processed by Others

[APPLICATION_NAME]

[DOCUMENT_NAME]        

[COLLABORATOR_NAME]

[USER_NAME]

[DOCUMENT_NAME]

[ACTION_PERFORMED]

[COLLABORATOR_NAME]

[COLLABORATOR_EMAIL]

[UPDATE_TIME]

[OWNER_NAME]

Document Processed by Me

[APPLICATION_NAME]

[DOCUMENT_NAME]

[USER_NAME]

[DOCUMENT_NAME]

[ACTION_PERFORMED]

[DOCUMENT_OWNER]

[DOCUMENT_OWNER_EMAIL]

[UPDATE_TIME]

Comment Added to Document

[APPLICATION_NAME]

[DOCUMENT_NAME]        

[COLLABORATOR_NAME]

[USER_NAME]

[DOCUMENT_NAME]

[ACTION_COMMENT_ADDED]

[COLLABORATOR_NAME]

[COLLABORATOR_EMAIL]

[UPDATE_TIME]

Shared Space

[APPLICATION_NAME]

[COLLABORATOR_NAME]

[WORKSPACE_NAME]

[WORKSPACE_SHARED_OWNER_INFO]

[APPLICATION_NAME]



Do not edit the text inside a placeholder otherwise they will malfunction.


  1. Text shown in CAPS within [ ] are the placeholders (system variables) that are used in the email content. You must not edit these variables text. They will be replaced automatically with the predefined text from the language file, upon sending the email notification. 
  2. In case you are logged in as an enterprise user and edit your personal emails content, then your email modifications (in the content) will overrule your default enterprise email content.
  3. The emails sent from an enterprise account and from SigningHub to the enterprise users are branded as per the enterprise branding configurations, and will have the company defined customisations (i.e. header, footer, logo, etc.) in the email content.
  4. The existing users who have upgraded their SigningHub to the latest release may click the "Reset to Default" button to get the new email types in the "Type" drop down.
  5. Email layout can be rendered from right to left in case of those languages that has right to left script, this can be done by configuring email notifications advanced settings.