Configuring Email Templates and Team Notifications for Documents & Contracts

About Email Templates and Notifications

In the Documents & Contracts section of your CRM, you can customize the emails sent to clients and set up internal alerts for your team. This allows you to create professional, branded communications that automatically include document-specific details, while ensuring your team stays informed about important document activity.

Benefits of Customizing Templates and Notifications

Using customized email templates and notifications offers several advantages:

• Professional Communication: Send client emails that reflect your brand's voice and style.
• Dynamic Content: Automatically insert details like the client's name, document total, and due date.
• Team Awareness: Keep team members updated when documents are sent, viewed, or signed.
• Centralized Management: Configure all email and notification settings from one place.

Setting Up Customer Email Templates

To create and edit the email templates sent to clients when you share documents:

1. Navigate to the Payments section from the main sidebar.
2. Click on Documents & Contracts.
3. Access the Document Settings area.
4. Under Customer Notifications, you can configure the email templates for different events, such as when a document is received, signed, or about to expire.

Customizing Template Content

Within the template editor, you can:

• Edit the subject line and body text of the email.
• Use dynamic variables to pull information from the contact record or the document itself. For example:
  • Contact Variables: Use {{contact.first_name}} or {{contact.email}} to insert details from the contact's profile.
  • Document Variables: Use {{proposal.url}}, {{proposal.total}}, or {{proposal.due_date}} to include specific details about the document. If the variable doesn't apply to the document being sent, it will appear blank.
• Configure the email sender name and address.
• Add CC recipients if needed.

Configuring Team Notifications

Team notifications alert internal users about document activity. By default, the user who sends a document will receive notifications.

Using the Default Settings

You can review and adjust basic team notification settings by going to Settings and then Team Notifications. Here you can change the sender identity for internal alerts.

Advanced Notifications with Workflows (Recommended)

To notify specific users, roles, teams, or additional email addresses, the recommended method is to use a workflow:

1. Create a new workflow or edit an existing one.
2. Set the trigger to Documents & Contracts and select the event (e.g., Sent, Viewed, Signed).
3. Add an Internal Notification action.
4. Select the users, roles, or teams to notify, or enter custom email addresses.
5. Optionally, add conditions (like filtering by template name) or additional actions.

This method provides the most flexibility for ensuring the right people are informed about document status changes.