Contracts – Customize Signature Notification Emails

DiliTrust Contract Lifecycle Management (CLM) now lets you enrich the emails sent to signatories by including contract attributes and workflow history. You can also distinguish between internal and external signatories to tailor your communications accordingly.

✅ Introduction

When a contract is sent for signature, the signatory — often a senior executive such as a CEO — receives an email notification. Previously, this email contained limited information, leaving signatories with little context about the contract they were being asked to sign.

With this improvement, contributors can now customize signature notification emails to include contract attributes (such as contract title, parties, value, key dates) and a summary of the review and validation workflow completed to date. Additionally, the system distinguishes between internal users (registered in DiliTrust) and external signatories, allowing for more targeted and appropriate communication.

✋ Prerequisites / Getting Started

• You must have a contributor or administrator role in DiliTrust CLM.
• The signature workflow must be configured for your contracts.
• Familiarity with contract attributes and the CLM workflow steps is helpful before customizing email templates.

⭐ Step-by-Step Guide

1. Navigate to the contract you wish to send for signature in DiliTrust CLM.
2. When setting up the signature step, open the email customization options for the signatory notification.
3. Use the attribute insertion feature (e.g., @attribute_name) to add contract data fields — such as contract title, counterparty name, contract value, or expiry date — directly into the email body.
4. Optionally, enable the workflow history summary to include a recap of review and validation steps already completed.
5. The system automatically detects whether a signatory is an internal user (registered in DiliTrust) or an external party, and applies the appropriate email format.
6. Preview the email before sending to confirm the content is correct.
7. Send the signature request — each signatory receives a personalized, context-rich email.

✨ Tips & Best Practices

• Include key contract details: Add the contract title, counterparty, and key dates so the signatory immediately understands what they are signing.
• Summarize the approval chain: Including the workflow history reassures signatories that the document has already been reviewed and validated by the appropriate people.
• Differentiate internal vs. external: Use distinct email tones for internal colleagues (more direct) and external parties (more formal), leveraging the automatic detection feature.
• Keep it concise: Even with more context available, aim to highlight only the most critical information to respect the signatory's time.

❌ Limitations & Known Constraints

• Email customization is available at the signature step only — it does not apply to other workflow notification emails.
• The distinction between internal and external signatories is based on whether the user is registered in DiliTrust. Unregistered users are always treated as external.
• Attribute availability depends on the fields configured in your contract summary sheet.

❓ FAQ

Which attributes can I include in the signature email?

You can include any attribute configured in your contract's summary sheet (e.g., title, parties, value, expiry date, custom fields). Use the @ mention syntax to insert them into the email template.

How does the system distinguish internal from external signatories?

The system checks whether the signatory's email address corresponds to a registered DiliTrust user. If yes, they are treated as internal; otherwise, as external.

Can I create different email templates for different contract types?

Template customization capabilities may vary by configuration. Contact your DiliTrust administrator or customer success manager for details on template management.

Will existing signature workflows be affected?

No. Existing workflows continue to function as before. The customization options are additive — you choose when and how to use them.