Why are my recipients not receiving Signority email notifications?

If your recipients aren’t receiving emails from your account, there are several common reasons this can happen. This guide walks through the most likely causes and how to fix them. If you’re the recipient who’s not receiving email notifications, please follow the steps below, as well as this article.

Possible Reasons Emails May Not Be Received


Emails Can Be Redirected to Spam/Junk Folders

Some email providers automatically flag unfamiliar or automated messages as spam.

Email Was Blocked

The recipient’s email system may have blocked your address or domain, preventing delivery.

Email Was Auto-Forwarded

The recipient may have set up forwarding rules that automatically move or redirect emails to another folder or address.

Possible Solutions

    1. Ask the Recipient to verify the email did not get automatically redirected
      to their Junk or Spam folder. If the email is there, tell the recipient to mark it as “Not Spam” or move it to their inbox.
    2. Have your recipient add secure@signority.com, the Signority system sending email address, as a Safe Sender (aka Trusted Senders) in their email client.
      Note: If you have set up an alternative
    3. Ask the recipient to request that their IT department allows emails from the @signority.com domain (NOTE: If you have set up SMTP to send emails from your own domain that is the domain they need to allow emails from).
    4. If the issue persists, you can try resending the document to an alternative email address (if one is available for the recipient).

Once your recipient has confirmed that they have done this, you may need to resend the envelope in order to send a new notification email.

Why am I not receiving Signority email notifications?

If you were expecting an email but haven’t received it, use the steps below to locate the message and ensure future emails arrive successfully. If you are the document sender, who’s recipients are not receiving email notifications, please refer to this tutorial.

1. Check Your Spam or Junk Folder

Emails can sometimes be incorrectly filtered by your email provider.

  • Look in your Spam, Junk, or Promotions folders.
  • If the email is there, mark it as “Not Spam” or move it to your inbox.
2. Add Signority as a Safe Sender

Add secure@signority.com, the Signority system sending email address, as a Safe Sender (aka Trusted Senders) in your email client.

3. IT Department domain request

Request that your IT department allows emails from the @signority.com domain.

4. Access from Signority Inbox

If you need immediate access and you have a Signority account registered under the email the document was sent to, you can log into your account and access the document to sign from your inbox.

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, using the left sidebar menu navigate to the Integrations page in the Admin Console by selecting Admin>Settings>Integrations.
    SMTP Navigation GIF 2
  2. On the integrations page, select the SMTP tab.
  3. Select the dropdown next to Provider Type and select Team Customized SMTP.
    SMTP Dropdown
  4. 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).

    SMTP Settings

  5. Once you have entered the information above, click on Test SMTP Settings.
  6. On the pop-up that appears, enter the target email again and click OK.
    SMTP Test Popup
  7. If Signority is able to connect the pop-up will close and you can then click Save in bottom left of the panel 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