Customize Email’s With Your Branding – Signority

Available with: All Team Plans            Role: Super Admin

Email branding in Signority allows admins to customize the notifications sent by your organization. Instead of using the default Signority content, you can set up a default subject lines, footer text, and more. This helps ensure every email reflects your organization’s identity and provides helpful context for your signers.

  1. From the user dashboard, navigate to the Admin Console by selecting Admin on the left sidebar menu.
  2. In the Admin view, select Branding on the revised side menu.
  3. In the modal window that appears, you can define the following content for your email notifications sent by your team:
    • Email Logo:
      • Upload your company logo to appear at the top of all outgoing emails. This helps recipients immediately recognize your organization and builds trust in the signing process. Click here to learn how to configure your email logo.
    • Email Subject:
      • Set a default subject line to override Signority’s default for all recipients. The subject line will be applied across all document-related notifications, with different suffixes added depending on the stage of the signing process.
      • When customizing  the email subject in Branding, you can use the placeholder {DocumentName}. When emails are sent from your team, this placeholder is automatically replaced with the actual document name.
      • Note: This is different than the email subject users define when sending a document. That subject line and messaging is only used for invitation emails and reminder emails.
    • Email Footer:
      • Replace the default footer with your own content, such as contact information or disclaimers.
    • Email Signature:
      • Create a standard signature for all users.
      • Note: This will override individual user signatures.
    • Email Tagline:
      • Add a tagline that appears beneath your logo.
    • Signer Help Content
      • Provide your own guidance or instructions to help recipients through the signing process.
  4. Beneath the email customization, you will see a preview of your email with the tagline (1) , signature (2) and footer (3). Note: In our sample we left the default footer content.
  5. Click Save in the top right of the pop-up to save your changes.

How to Add Your Own Terms of Use for Recipients

Available with: All Team Plans            Role: Super Admin

Signority allows organizations to add custom Terms of Use (ToU) that recipients must agree to during the signing process. This will appear with Signority’s own Terms of Use and helps protect your company legally, set clear expectations, and ensure every recipient understands the rules and obligations associated with your documents.

Note: While this feature is available to all team plans, you must contact Signority if you want this feature fully enabled.

How to Customize Your Terms of Use

  1. From the user dashboard, navigate to the Admin Console by selecting Admin on the left sidebar menu.
  2. In the Admin view, select Branding on the revised side menu.
  3. In the modal window that appears, scroll down to the Legal Notices section.
  4. Enter your custom text for the Terms of Use. You can include:
    • Legal disclaimers or liability limits
    • Instructions or rules for document usage
    • Privacy and data handling notices
  5. Click Save in the top right of the pop-up to save your changes. These terms will now appear to all recipients for your team during the signing process.

Send Emails from Your Own Domain with SMTP

Available with: All Team Plans            Role: Super Admin

Configuring Simple Mail Transfer Protocol (SMTP) in Signority allows your organization’s email notifications to be sent directly from your own mail server instead of from Signority’s default sender. For example:

  • Without SMTP: [From: secure@signority.com]
  • With SMTP: [From: contracts@yourcompanyname.com]

This creates a more professional experience for recipients, ensures that your messages come from a trusted domain, and can improve email deliverability by reducing the chances of notifications landing in spam or junk folders.

  1. From the user dashboard, navigate to the Admin Console by selecting Admin on the left sidebar menu.
  2. In the Admin view, select Branding on the revised side menu.
  3. In the modal window that appears, scroll down to the SMTP section.
  4. Select the checkbox next to provider type and select Team Customized SMTP.
  5. Select the dropdown next to Provider Type and select Team Customized SMTP.
  6. You can then enter the following configuration information:
    1. Port: The port number used to connect to your server
    2. Email: The email address you want Signority to use as the sender for outgoing notifications.
    3. Host: The address of your mail server (e.g., smtp.yourdomain.com).
    4. Username: The username required to authenticate with your mail server, often the same as the sender email address.
    5. Password: The password for that email address.
    6. Encryption Type: The security protocol your mail server requires to ensure emails are transmitted securely (Only SSL or TLS are supported).
  7. Select Test SMTP Settings to test the connection.
  8. Click Save in the top right of the pop-up to save your changes.

Customize Signority with Your Logo

Available with: All Team Plans            Role: Super Admin

Adding your company logo to Signority emails and signing pages is a simple yet effective way to reinforce your brand identity and build trust with recipients. Instead of seeing Signority’s default branding, your customers, partners, or employees will immediately recognize your organization when they receive email notifications or open a signing page. This creates a consistent and professional experience across all communications, while also helping recipients quickly identify that an email or signing request is legitimate.

  1. From the user dashboard, navigate to the Admin Console by selecting Admin on the left sidebar menu.
  2. In the Admin view, select Branding on the revised side menu.
  3. In the modal window that appears, select the checkbox next to Use Company Branding.
  4. You can then uploaded a logo for the email header and/or signing page. This will replace the Signority logo for recipients on the respective pages.
  5. Click Save in the top right of the pop-up to save your changes.

Editing a Document as an Editor Recipient

Available with: Custom & Enterprise Plans            Role: All Users

  1. Editor recipients will receive an invitation email similar to other recipients when they are assigned as an Editor, however, after opening the document and accepting the terms of use, they will be brought to a version of the editor page, rather than the signing page.
    Editor Recipient email notification
  2. On this page the Editor Recipient can review and make changes to the document package. This includes:
    • Uploading, removing, or replacing files in the package.
    • Adding, removing, reordering, and editing recipients.
      • Cannot remove or modify encrypted stamp recipients.
    • Configuring, removing, or modifying recipient options such as authentication, witnesses, and private messages.
    • Adding, removing, or replacing tags that are on the document.
      Note: Editors are not able to adjust the recipients or document settings.
  3.  Once done, click “Finish Editing”, and the document will be sent to the next recipient.

    Editor Recipient document design page

Further Readings

Adding an Editor Recipient to an eSign Workflow
Editor Recipient Overview

 

Adding an Editor Recipient to an eSign Workflow

Available with: Custom & Enterprise Plans            Role: All Users 

  1. Begin by creating a new document or template, uploading your documents or going straight to the add recipients page.
  2. On the Recipients page, check the box next to Signing Order.
    Select Signing Order Checkbox
  3. Add your recipients, placing the person that you want to be the Editor as the first signer.
    Recipient editor should be the first recipient in the workflow
  4. Change the first recipients’ recipient type from Signer to Editor, using the dropdown.
    Change their role to Editor in the dropdown menu
  5. Finish designing the document as you normally would, and then Send or Save the document.

Further Readings

Editing a Document as an Editor Recipient
Editor Recipient Overview

How to Edit a User

Available with: Team Plans            Role: Super Admin, Team Admin

  1. From the user dashboard, navigate to the Admin Console by selecting Admin on the left sidebar menu.
  2. In the Admin view, select Users & Teams on the revised side menu.
    Admin Users and Teams
  3. Select the the checkbox next to the user you would like to update.
  4. In the action menu above the users table, click More > Edit.
  5. In the pop-up that appears, make the required changes to the users information.
  6. Click OK when you are done to save the changes.

Editor Recipient Overview

Available with: Custom & Enterprise Plans            Role: All Users 

An Editor recipient is a recipient role that allows the recipient to make changes to the document before it is sent for signing. They do not have any tags to fill or sign (unless added later in the signing order as a signer). Their purpose is to make changes to the package by updating or adding additional recipients and tags, functioning similarly to a “Correct” action before a document reaches the next recipient. The Editor must be the first recipient in the signing workflow, and any changes made by the recipients will be recorded in the document history.

Note: For any large errors, we recommend considering cancelling and resending the package.

Editor Recipient Abilities & Permissions

  • Manage the document files:
    • Upload, remove, or replace files in the package.
    • Cannot change document settings, i.e. Signer Options.
  • Edit the recipient list:
    • Add, remove, edit, and reorder recipients
      • Cannot add, remove or edit an Encrypted Stamp recipient.
    • Configure, remove, or modify recipient options such as authentication, witnesses, and private messages.
  • Manage the document tags:
    • Add, remove, or edit tags.

How the Editor Role Works

  1. The sender will assign the Editor recipient type to the first recipient in the signing order when preparing a document.
  2. The Editor receives an email invitation with a link to access the document.
  3. The Editor can open the document and edit all aspects of the document with the exception of the documents settings.
  4. After making any necessary changes, the Editor can send the modified document to the next recipient.

Further Readings

Editing a Document as an Editor Recipient
Adding an Editor Recipient to an eSign Workflow

Resend a User’s Activation Email

Available with: Team Plans            Role: Super Admin, Team Admin

  1. From the user dashboard, navigate to the Admin Console by selecting Admin on the left sidebar menu.
  2. In the Admin view, select Users & Teams on the revised side menu.Admin Users and Teams
  3. Select the the checkbox next to the user you would like to resend the invite for.
  4. Then, select More>Resend Activation Email in the bar above the table.
  5. A confirmation pop-up will appear — click OK to confirm and resend the activation email.

Change a User’s Email Before Resending

If you need to change the user’s email address before resending the activation email:

  1. On the Users & Teams page, check the box next to the user.
  2. In the action menu above the users table, click More > Edit.
  3. In the pop-up, update the user’s email (or any other necessary information)
  4. Click OK when you are done to save the changes.
  5. You can now resend the activation email to the updated email address using the steps above.

Checkbox Tag

Add a Checkbox Tag

  1. Create a document or template as usual, adding the files and recipients.
  2. In the document editor, under Tags on the left panel, add the Checkbox tag to your document.
  3. Click the “+” symbol at the bottom of a checkbox to add additional checkboxes to the group.
  4. Click and drag the individual checkboxes to your desired position.
    Tip: For precise alignment, you can select the entire group and use the alignment tool on the right panel.

Validate a Checkbox Group

In Signority, you can validate checkbox groups to enforce how many checkboxes a recipient must or can select by using the “Group Validation” setting.

  1. Select a checkbox tag that is a part of a checkbox group.
  2. Click on the gear icon to open the checkbox group settings.
  3. Under “Group Validation, ”  select from the following options:
    • Select at least
    • Select at most
    • Select exactly
  4. Set the value of checkboxes they can select.

Example: If you require your client to select a maximum of (2) training sessions, you set validation to “Select at most” and enter a value of 2.