The A5 Signature app includes a default email alert called Email to Document Owner. When the Document Owner (referred to as eSign Doc Owner) sends a document for signature, this email alert notifies the Document Owner when the document has been signed. Although the Email to Document Owner email alert is managed (meaning only some aspects of the email alert can be edited), there are useful ways that you can edit this email alert. For example, you can create a new email template for the email alert and add additional recipients to the email alert.

Create a New Email Template for the Email Alert

The Email to Document Owner email alert uses a default email template called Document Signed Notification. The body of the email template says, “Attached is a copy of the document you signed.” and includes a PDF copy of the final signed document(s). If applicable, it also includes any countersign signatures. Although the default email template can’t be directly edited due to the fact that the Apex code in the A5 Signature app references this email template, you can create your own email template to use with the Email to Document Owner email alert by following these steps:

  • Create a custom email template (see article: Customize Default Email Templates).
  • Edit the email alert to change the email template.
    • Navigate to Setup>Workflow Actions>Email Alerts.
    • Click Edit next to Email to document owner.
    • Select your custom email template with the Email Template lookup field.                                                       
  • Create Workflow Rule called Set Signed Email TemplateThe Workflow Rule Detail should be set to the following:
    • Evaluate the rule when a record is: Created, and any time it’s edited to subsequently meet criteria
    • Run this rule if the criteria are met
    • The eSign Doc Signature Status Equals Signed.                                                                                            
  • Create a Field Update called Set doc signed email template.
    • Navigate to Setup>Workflow Actions>Field Update.
    • Configure the Field Update as follows:
      • Name: Set doc signed email template
      • Unique Name: Set_doc_signed_email_template
      • Description: Sets the document signed email template to the custom email template
      • Object: eSign Doc
      • Field to Update: eSign Doc: Document Signed Email Template
      • Field Data Type: Text
      • Re-evaluate Workflow Rules after Field Change: [Unchecked]
      • Text Options: Select Use a formula to set the new value. In the box below, enter the Salesforce ID of your custom email template in double quotes

Add Additional Recipients to the Email Alert

The default recipient of the email alert, Email to document owner is eSign Doc Owner. If you would like to add additional recipients to the email alert, you can add users to the Selected Recipients list by following these steps:

  • Navigate to Setup>Workflow Actions>Email Alerts.
  • Click Edit next to Email to document owner.
  • Use the Add and Remove arrows to customize the Selected Recipients.