Email content customization in BoldSign

Published:

4 mins read

BoldSign provides support to customize the subject and body content of the emails sent to the recipients. The email templates can be customized for the specific brand you are setting up. You can modify the email subject and body content using available placeholders, based on the recipient type and language for the supported email templates:

Please note that Business, Premium, and Enterprise plans are required to access this feature. For more details, please refer to the pricing page.

Steps to create a brand with email customization

To create a brand and customize email templates in BoldSign, follow the steps below:

Access the branding page:
- Navigate to the Branding section under the Settings tab in your BoldSign Application.
Create a new brand:
- Click on the Create New Brand button.
- Enter your brand’s name and upload a brand logo.
Customize email templates:
- Select the Email Customization tab to view the list of emails that can be customized.
- Click edit on the email template you wish to customize.
- Please check the below links to know more details about how each type of email template can be customized.

Email Template	Description
Signature Request	Sent to recipients requesting them to sign or approve a document.
Recipient Signs a Document	Sent when a recipient completes their signature.
Document Completed (Single Signer)	Sent when a document is completed by a single recipient.
Document Completed (Multiple Signers)	Sent once all recipients have completed signing
Document Declined	Notifies that a recipient has declined to sign or approve the document.
Document Revoked	Sent when a sender revokes the document.
Document Reassigned	Notifies that a document has been reassigned to another recipient
Auto Reminder	Automatically reminds recipients to sign or approve a document.
Manual Reminder	Sent manually to remind recipients to sign or approve a document
One Day Before Document Expiration	Alerts recipients a day before the document is set to expire
Document Expiry	Notifies recipients when a document has expired
Document Deletion	Sent after a document is permanently deleted by the sender
New Document Notification for CC	Notifies CC recipients about a newly sent signing request

How to submit email templates for approval

Once you have saved your changes to an email template’s content, you can submit it for approval for further review. Follow these steps to submit your email templates for approval:

Complete your edits
- Ensure all customizations are finalized. Double-check for any spelling errors, placeholders, and that the style aligns with the brand guidelines.
Navigate to the email customization tab
- Access the Email Content Customization tab on your brand settings.
- After editing the email templates and before request for approval, templates will moved to Edited (not submitted) state.

Submit for approval

After saving your custom email template, click the Submit for Approval button. This action will send your changes for review.

Once submitted, the template will move to the Waiting for Approval status.

While the approval process is ongoing, all templates will be locked and cannot be edited until a decision is made.

Approval process

The BoldSign team will review your submitted templates.
Once approved, the status will update to Approved, which will be displayed in the Email Customization tab for each template.

Notification of approval status

You will receive a notification regarding the approval decision via a support ticket.
If any changes are required, the BoldSign team will notify you with specific feedback for revisions.

How to edit a template after approval

Even after a template is approved, you may need to make changes. BoldSign allows editing approved templates and resubmitting them for approval.

Follow the steps below to edit email templates:

Navigate to the Email Customization tab under your brand settings and find the approved template you want to edit.
Click Edit icon to make necessary updates to the email subject, body, or placeholders.
Click Save changes to preserve your modifications.
The template will now be in a Draft Under Partial Approval state, and the previously approved version will continue to be used until the new version is approved.
Click Submit for Approval to begin the review process. The template will now be in an Under Partial Approval state, pending review by the BoldSign team.

How to withdraw an approval request

If further changes are needed after submitting a template for approval, or if the BoldSign team requests modifications, you can withdraw the current approval request.

Open the Email Customization tab under brand settings.
Click Withdraw Approval Request.

This action reverts the template to a Edited (not submitted)state, allowing further edits.
Modify the template as needed.
Once changes are complete, follow the standard submission process to request approval again.

Inheriting email templates (optional)

When creating a new brand, you can save time by inheriting email templates from an already approved brand.
Only brands with approved templates will appear in the inheritance dropdown.
Any changes to inherited templates must be made in the parent brand, and submitted for approval.

Deleting an inherited brand

If a parent brand (from which another brand has inherited templates) is deleted, the associated brand will revert to default email templates for all communications.

Unsupported elements in email templates

To ensure consistent rendering and compatibility, the following elements are not supported in email subject lines or body content:

Images
Font families
Links

Was this article useful?

Dislike