Customize Signing Order When A Recipient Rejects the Document

Role(s): Individual User, Team Admin, Super Admin

By default, if a recipient rejects the document, Signority will automatically continue the workflow by sending the document to the next recipient. However, you can also choose to cancel the document and choose if you want to send an email notifying the signers or not.

  1. To do this, open Global Settings (For team admins this is in the admin console under Settings)
  2. Under Signer Options select the dropdown for “Signing flow behavior when a recipient rejects:”
  3. Choose what workflow you would like to happen if a recipient rejects the document
    1. Continue with signing flow
    2. Cancel the document and send an email notifying the signers
    3. Cancel the document and do not send an email to the signers
  4. Select Save

Note: When “Cancel the document….” is chosen, the cancellation reason will be automatically generated as “Rejected by {{email of recipient}}”

Adding Private Messages for Specific Signers

Private messages let you send a tailored message to an individual signer without changing what other recipients see. This is useful for providing signer-specific instructions, context, or reminders alongside the standard invitation email.

⚠️ Important: A private message will override the general invitation message for that signer only. Other recipients will still receive the general message.

Want to customize the message for all signers instead? See Customizing Your Invitation Email.

Adding a Private Message for Individual Signers

You can add a private message for a specific signer from either the Recipients page or the Document Editor, depending on how you’re working with your document.

When Creating a New Document (Recipients Page)

When creating a new document,  you can add a private message for each signer on the recipients page. If you missed this step or want to make changes later, you can do so in the document editor.

  1. Click + New on the Dashboard to create a new document.
  2. Upload your files or click Next to skip to the recipients page.
  3. On the Recipients page, click the Message icon next to the signer’s name and email.
  4. Enter a Private Message that will override the general custom message for that signer only.

When Setting up a Template or Editing a Document (Document Editor)


  1. On the Editor, click Edit next to Recipients in the left panel.
  2. You will be brought to the Title and Email tab of the document settings.
  3. On the Recipients list pop-up, click the Message icon next to the signer’s name and email.

What the Invitation Email Will Look Like

Example invitation email for signer with a private message

invitation email with private messaging

When a private message is set, that signer receives a different message body than other recipients and will overide custom messagesto all recipients as well. All other email details remain the same.

Removing a Private Message

You can remove a private message at any time from the Recipients page or the Document Editor.

On the recipients page, private messages are removed if all of the text is cleared or by clicking Remove at the top right of the private message section. 

Note: In the updated UI, if a private message is still enabled for that signer, collapsing the Private Message panel will only collapse the section. This allows you to quickly see which recipients have a private message configured. The section is only fully hidden if the Private Message is removed.

In the document editor, you will need to manually delete all of the text to remove the private message.

Once a private message has been removed, that recipient will receive the same email invitation message as other recipients.

Upload Files for Signature

Once you start a new document, you can add the files you want in your e-sign document. You will be brought to the ‘Upload’ page on the document designer, where you can either drag and drop your file(s) into the grey area or select the Upload From Computer button in the middle of the page.

A message will appear when a document is successfully uploaded, and the name of the document will be listed on the right panel under ‘Uploaded Files.’

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.