WebSignatureOffice Emails
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WebSignatureOffice Emails
Mail overview
The following overview shows, to whom mails regarding a document or envelope are sent.
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The mail types are described in the section “mail content details” below.
Document mails
If a document belongs to an envelope which was created via tyrservice, the mails “notify_signers” and “observer” are not sent. Instead only the envelope mails “notify_signers_envelope” and “observer_envelope” are sent.
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creator | registered user | guest user | observer | note | |
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notify_signers |
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| Notification mail, when a signature request is created for users who have signatures in the document. If a signatureOrder is defined and the creator has signatures in the document and is not on position 1, he will receive the email when it’s his turn. |
observer |
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| Pendant to the nofity_signers mail for an observer. |
signature_request_failed |
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| Notification mail, when a signature request failed. If a signatureOrder is defined, a user only receives a signature_request_failed email, when he is on or below the active signatureOrder position. |
signature_request_upcoming_due |
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| Reminder mail sent three days before the due date of a signature request. If a signatureOrder is defined, a user only receives a signature_request_upcoming_due mail, when he is on or below the active signatureOrder position. |
user_finished |
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| Notification that a user has signed/rejected all his signature fields in a document. If the config mail_sent_to_registered_users is true, also registered users who are not creators receive the notification. |
signature_request_finished |
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| This email i sent when a document is finished. If the document is part of an envelope, no notification for single documents are sent, but an signature_request_envelope_completed mail is sent when all documents in the envelope are completed (see below). |
Envelope Mails
creator | registered user | guest user | observer | note | |
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notify_signers_envelope |
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| If a signatureOrder is defined and the creator has signatures in the document and is not on position 1, he will receive the email when it’s his turn. If an envelope is created via tyrservice, no notify_signers mails for the individual documents are sent. |
observer_envelope |
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| Pendant to notify_signers_envelope mail for an observer. If the envelope was created via tyrservice, no document observer mail (“observer”) will be sent for the documents of the envelope. |
observer_envelope_completed |
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| Pendant to signature_request_envelope_completed for an observer. |
signature_request_envelop_upcoming_due |
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| Reminder mail sent three days before the due date of the signature requests in an envelope. If a signatureOrder is defined, a user only receives a signature_request_envelop_upcoming_due email, when he is on or below the active signatureOrder position. |
signature_request_envelope_completed |
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| Sent when all signature requests in an envelope are completed (failed or finished) |
Signature Field mails
Signature field mails are sent for each signature field in a document or envelope when a user signs or rejects it.
creator | registered user | guest user | observer | note | |
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signature_field_signed |
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| Notification mail, when a user rejects or signs a signature field. If the config mail_sent_to_registered_users is true, also registered users who are not creators receive the notification. Also sent for each signature fields of envelopes. |
signature_field_rejected |
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Mail content details
Emails contain information about the receiver.
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In the tables below “Information” defines the objects (user/envelope/document) as described above with the associated fields. Additional Information about email-types are also listed in the description:
Document emails
mail name | description |
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notify_signers | A notify_signers email is sent, when a signature request is created or when the tyrservice method resendNotifySigner is called. In that case signatureOrder will be ignored and the email will be sent even if it is excluded. Information:
sent to:
please note: If an envelope is created via the UI, all users receive notify_signers emails and a notify_signers_envelope email. If an envelope is created via tyrservice, only notify_signers_envelope emails are sent. please note: If the signature request was created via UI and a guest signer was invited, no notify_signers email will be send for that user. An invitation mail with a link to the registration page will be sent. The user can just sign the document, if he registers for websignatureoffice. |
observer | Notification mail for an observer of a document. The observer can be set in UI signatureRequest creation or via tyrservice. Information:
sent to:
please note: If an envelope is created via the UI, all observer receive observer emails and a observer_envelope email. If an envelope is created via tyrservice, only observer emails are sent. |
signature_request_failed | A signature_request_failed message is send to all users of a document if it failed because mandatory fields were rejected, the request was stopped or the due date passed. Information:
sent to:
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signature_request_finished | A signature_request_finished mail is when the signature request of a document is finished. Information:
sent to:
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signature_request_upcoming_due | A signature_request_upcoming_due mail is send three days before the due date passes. Information:
sent to:
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user_finished | A user_finished mail is sent, if a user finished all signatures in the document Information:
sent to:
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Signature field Mails
mail name | description |
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signature_field_signed | A signature_field_signed email is send to registered users if another user signed a signaturefield Information:
sent to:
please note: This email is sent for every signed signature field and may lead to allot of emails. It is advised to deactivate it. See Server configuration below. |
signature_field_rejected | A signature_field_rejected email is sent to registered users if another user rejects a signature field in the document Information:
sent to:
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Envelope Mails
mail name | description |
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notify_signers_envelope | A notify_signers_envelope mail is sent when an envelope is created or when the tyrservice method resendNotifySignerEnvelope is called. In that case signatureOrder will be ignored and the email will be sent even if it is excluded. Information:
sent to:
please note: If an envelope is created via the UI, all users receive notify_signers emails and a notify_signers_envelope email. If an envelope is created via tyrservice, only notify_signers_envelope emails are sent. |
observer_envelope | An observer_envelope mail is sent when an envelope is created. Information:
sent to:
please note: If an envelope is created via the UI, all observer receive observer emails and a observer_envelope email. If an envelope is created via tyrservice, only observer emails are sent. |
signature_request_envelop_upcoming_due | A signature_request_envelope_upcoming_due email is sent when one signature request of the envelope is due in three days. Information:
sent to:
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signature_request_envelope_completed | A signature_request_envelope_completed email is sent, when all signature requests of an envelope are either failed or finished. Information:
sent to:
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observer_envelope_completed | A observer_envelope_completed email is sent, when all signature requests of an envelope are either failed or finished. Information:
sent to:
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User emails
mailtype | description |
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invitation | An invitation mail is sent to a non registered user, when a registered user invites. This can be done when creating a signature request or by inviting the user as a contact. Information:
sent to:
Please note: If the invitation is sent with a signature request no notify_signers mail will be sent to the user. The document information are contained in the invitation mail. |
invitation_accepted | An invitation accepted mail is sent when a user accepts an invitation which was sent by another user. Information:
sent to:
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friend | A friend mail is sent, when a user requests another registered user as a contact. Information:
sent to:
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friend_accepted | A friend_accepted email is sent when a registered user accepts a friend request Information:
sent to:
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System emails
mailtype | description |
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email_validation | An email validation mail is sent when a user registers at websignatureoffice. The user has to confirm the email adress by clicking the verification link and entering the token. Information:
sent to:
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password_reset | A password_reset email is sent, when a user forgot his/her password and wants to set a new one. Information:
sent to:
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registration | A registration mail is send after a registered user registered a user via tyrservice or usermanagement. The email contains a link and token to verify the email address. Information:
sent to:
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notify_account_charge | Notification when a user account was charged by an admin user. Information:
sent to:
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Support emails
mail name | description |
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support | A support email is sent when a user writes a message int the support form. The support email contains the message the user entered and is a confirmation that the support request was received. The support form is located at
Information:
sent to:
message_type can be
Please note: As a person who requests support my not have an account, the receiver.id may not be present. |
support_internal | A support email is sent when a user writes a message int the support form. It is send to the support of the company. The emails are defined in the server config “support_email” Information:
sent to:
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Server configuration
The email configuration is done in the frigg config.ini.
General settings
To activate automatic email notifications the following configs must be set.
key | example | description |
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emailFrom | the from mail header added to emails sent by the system | |
emailPort | 25 | the smtp port |
emailRetries | 5 | how many times the mailer retries to sent an email. Default 3. |
emailSmtp | hostname.domain or "false" | the smtp server used to sent mails. If set to "false", sending mails will be deactivated entirely. |
emailSmtpPassword | password | the smtp server password |
emailSmtpUser | smtpuser | the login for the smtp server |
emailTls | false | true or false, enable or disable TLS (encryption) |
Additional Settings
key | example | description |
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support_email | support@websignatureoffice.com | the email address for support notifications / inquiries as described in support emails above. |
admin_email_notifier | foo@host.com;bar@host.com | a list of recipients who are informed when accounts are charged with help of the admin functions or when user bought credits as described system emails above |
mail_excluded_type | signature_field_signed;notify_signers | semicolon seperated list of email types which should be excluded. All mail types can be excluded. |
mail_html_only | true/false | If true only html mails are send If false also text mails are send. Default is false. |
mail_sent_to_registered_users | signature_field_signed;user_finished | semicolin seperated list of mailtypes. Possible mailtypes:
By default the mails are only sent to the creator of the document/envelope. Mail types defined in mail_sent_to_registered_users will be sent to every registered/active user associated with the document/envelope. This setting may be used, if all documents are uploaded via tyrservice with one user but the employees have registered users. |
Email customization
WebsignatureOffice provides email templates but it is possible to define customized templates.
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Add mail templates
If you use software as a service, you have to provide the mail templates and they will be added to the database by us.
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1 | notify_signers |
2 | signature_field_signed |
3 | signature_field_rejected |
4 | signature_request_failed |
5 | signature_request_finished |
6 | signature_request_reminder1 (deprecated) |
7 | signature_request_reminder2 (deprecated) |
8 | signature_request_reminder3 (deprecated) |
9 | invitation |
10 | invitation_accepted |
11 | signature_request_deleted |
12 | friend |
13 | friend_accepted |
14 | credits_expired |
15 | observer |
16 | signature_request_stopped |
17 | signature_request_upcoming_due |
18 | registration |
19 | invoice |
20 | support |
21 | notify_signers_envelope |
22 | observer_envelope |
23 | user_finished |
24 | signature_request_envelope_completed |
25 | signature_request_envelope_upcoming_due |
26 | email_validation |
27 | password_reset |
28 | notify_account_charge |
29 | internal_support |
30 | observer_envelope_completed |
100 | sms_verification_url |
101 | sms_auth |
102 | sms_verification |
103 | sms_document_link |
Document / Envelope Links and Landing page
url_guest
The envelope.urlGuest and document.urlGuest are standalone viewer links (TimeLimitedDocumentUser TimeLimitedDocumentViewer and TimeLimitedEnvelopeViewer)
TimeLimtedDocumentViewer: https://host:port/process?locale=de&x=tldv&u={encrypted_user_id}&t={unix_timestamp}&d={encrypted_document_id}&xen={url_signature}
TimeLimitedEnvelopeViewer: https://host:port/process?locale=de&x=x=tlev&u={encrypted_user_id}&t={unix_timestamp}&e={encrypted_envelope_id}&xen={url_signature}
The link is valid till the signature request due date plus the timespan defined in the config “guest_user_document_availability” in days.
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parameter
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description
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locale
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Language can be “de”, “en”, “es”
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x
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viewer type:
o tlev: timeLimitedEnvelopeViewer
o tldv: timeLimitedDocumentViewer
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t
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unix timestamp for link availability
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d/e
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(encrypted) document or envelope id
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xen
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encrypted url signature. The value is generated with the other parameters and ensures, that it’s not possible to change a random parameter to get access to other documents.
It can also be generated with the tyrservice method getUrlSignature.
url (registered user link)
The envelope.url and document.url are links that refer to the login page. If the user logs in he is redirected to the envelope/document in the UI.
Document: https://host:port/login/#/viewer?type=signature_request&hash={signature_request_hash}&id={document_id}
Envelope: https://host:port/login/#/viewer?type=envelope&id={envelope_id}
A registered user link (field url) is only present, if the user is registered. The urlGuest is always provided. If you want to use the document.url you should define document.urlGuest for non active user:
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<!-- use registered user link if present, else use standalone viewer -->
href="<#if envelope.url?has_content>${envelope.url}<#else>${envelope.urlGuest}</#if>"
<!-- always use standalone viewer -->
href="${envelope.urlGuest}" |
The links are build based on the config “signatureRequestUrl”
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The link is valid till the signature request due date plus the timespan defined in the config “guest_user_document_availability” in days.
url (registered user link)
The envelope.url and document.url refer to the viewer, which is integrated in the graphical user interface. If the user is not logged in websignatureoffice, he is redirected to the login page.
A registered user link (field “url”) is only present, if the user is registered. The “urlGuest” is always provided. If you want to use the document.url you should define document.urlGuest for non active user:
| Code Block |
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<!-- use registered user link if present, else use standalone viewer -->
href="<#if envelope.url?has_content>${envelope.url}<#else>${envelope.urlGuest}</#if>"
<!-- always use standalone viewer -->
href="${envelope.urlGuest}" |
custom landing page
With the provided envelope_id / document_id and user_id it is possible to construct a link to your own landing page on which you can implement the viewer links or the viewer as an iframe. d) Integration Document and Envelope Viewer
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href="www.example.com/sign/documentid=${document.id}&userid=${user.id}" |
mail subjects:
If no subject is defined via the UI, websignatureoffice provides default mail subjets.
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If you’re hosting yourself, you can add the mail subjects in the table mail_template as described above.
SMS
template | description | websignatureOffice default (en) |
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sms_auth | A onetime token to open a SMS protected envelope or document Fields
| Your token for the webSignatureOffice process from ${time} is: ${token} mail_type_id: 101 |
sms_document_link | A shortened URL to a standalone document viewer (TimeLimitedDocumentViewer). The SMS when signing synchrone remote with SMS link. Fields
| Your document link is: ${adhocurl} mail_type_id: 103 |
sms_verification | Used to verify the mobile number of registered users. Fields
| webSignatureOffice token: ${token} please confirm at ${verificationUrl}?locale=${locale}&t=${token} mail_type_id: 102 |
Configuration
key | example | description |
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sms_token_characters | alphanumerical_casesensitive | Defines which characters are used in an sms_auth SMS. Possible values
Default is alphanumerical_casesensitive |
sms_token_length | 6 | The length of the sms token. Default is 6. |
smsUserId | UserId for the SMS Provider. | |
smsSender | Stepover | Name of the SMS sender shown on the mobile device. |
authToken | Authentification token for the SMS provider. | |
smsPassword | Password for the SMS provider. | |
credit_sms_identification | 1 | Cost of user SMS identification in credits. |
Custom templates
By default the websignatureOffice templates are used. You can add custom sms templates in the table mail_templates.
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| Code Block |
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sms_verification_text.ftl //english sms_verfication_text_de.ftl //german sms_verification_text_es.ftl // spanish sms_verification_text_pt.ftl // portugese sms_auth_text.ftl //english //etc. |
WebsignatureOffice SMS Provider
WebsignatureOffice uses https://www.massenversand.de/sms-versand-api/ as the SMSProvider.
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To use the sms provider, you have to provide your credentials in the config.ini.
Other SMS provider (experimental)
It is possible to use a SMS provider of your choice. Only limitation is, that the providers API doesn’t need a request body but only url parameter. You can define a sms_verification_url.ftl according to their specification. If the provider doesn’t use auth token but username / userid and password, you can set the configs “smsUserId” and “smsPassword” instead and define the sms_verfication_url.ftl template accordingly.
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