Contracts – Customize Signature Notification Emails

DiliTrust Contract Lifecycle Management (CLM) lets you enrich the emails sent to signatories by including contract attributes and the details of the validation workflow. You configure these messages once, in the Contracts configuration, so every signature request is sent with the context the signatory needs.

✅ Introduction

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

You can now customize the signature emails from the Contracts configuration and insert contract attributes (such as counterparty, agreement type or contract amount) as well as the validation workflow details directly into the subject and the body of the message. Two messages can be configured:

• Signature message: used for internal users. It can include workflow details and internal contract information.
• Signing context email: an optional additional email sent to recipients you select manually.

✋ Prerequisites / Getting Started

• You need access to the Contracts configuration (administrator or equivalent role) to edit the notification messages.
• The attributes you want to insert must already exist in your tenant, so that they appear in the list of available tags and attributes.
• Changes apply to the signature emails sent afterwards, so it is worth agreeing internally on the wording before saving.

⭐ Customize the signature message

1. Open the Contracts module and go to Configuration.
2. In the configuration menu, select Notifications.
3. Open the Signature message tab. The page indicates that this message is used for internal users and can include workflow details and internal contract information.
4. In the Language field, select the language of the message you are configuring.
5. Fill in the Default subject field. For example: @DocumentName - to sign.
6. Fill in the Default message field with the text you want the signatory to receive, inserting the tags and attributes you need (see the section below).
7. Select Save changes. The page displays who last modified the message and when.

An enriched message can look like this:

• Good afternoon,
• A document @DocumentName is ready for your signature.
• Key contract details: Counterparty: @CounterpartyName / Type: @AgreementType / Value: @ContractAmount
• Validation workflow: @ValidationWorkflow
• Please review the document and proceed with signature.
• Best regards, @SenderName

If you want to go back to the original wording, select Restore system message on the Signature message tab.

☝ Insert tags and attributes with @

1. Place your cursor in the Default subject or Default message field.
2. Type @. A list of the available tags and attributes is displayed, as indicated by the helper text under the field.
3. Use the search box at the top of the list to find an entry quickly.
4. Select the entry you need. It is inserted in the text and will be replaced by the contract data when the email is sent.

The list is organised in two groups:

• Tags, such as DocumentName or SenderName.
• Attributes, which correspond to the contract information configured in your tenant, such as Agreement scope, Board of directories or Contract Amount.

✍ Set up the signing context email

1. In Configuration, select Notifications, then open the Signing context email tab. The page indicates that this message is used to send an optional signing context email to manually selected recipients.
2. Select the Language of the message.
3. Fill in the Default subject and the Default message, using @ to insert tags and attributes as needed.
4. Select Save changes.

The Signing context email also offers the @validatorsList tag. Insert it to add the list of the contract's validators to the email. This tag is available in the Signing context email only, not in the Signature message.

To remove the message, select Clear signing context email. A confirmation window asks you to confirm: you can add a new message later or leave it empty. Select Confirm to clear it, or Cancel to keep it.

✨ Tips & Best Practices

• Include key contract details: add the counterparty, the agreement type and the contract amount so the signatory immediately understands what they are signing.
• Summarize the approval chain: inserting the validation workflow reassures signatories that the document has already been reviewed and validated by the right people.
• Keep it concise: even with more context available, highlight only the most critical information to respect the signatory's time.
• Use the signing context email when a specific group of recipients needs additional background that does not belong in the standard signature message.
• Check the last modification information displayed on the page to know who last updated a message.

❌ Limitations & Known Constraints

• The signature message and the signing context email are configured in the Contracts configuration, not on each individual contract.
• The signature message is intended for internal users. The signing context email is sent only to the recipients you select manually.
• Only the tags and attributes available in the @ list can be inserted, so attribute availability depends on the contract information configured in your tenant.
• The Language, Default subject and Default message fields are mandatory, so a message cannot be saved partially filled in.
• The @validatorsList tag cannot be inserted in the Signature message. Signature providers limit the length of the signature message and do not allow a different message for each signatory of the document. The list of validators is also not meant to be sent to the counterparty. To share the validators, use the Signing context email instead.

❓ FAQ

Which attributes can I include in the signature email?

All the entries that appear when you type @ in the subject or the message. They are grouped into Tags, such as DocumentName or SenderName, and Attributes, which correspond to the contract information configured in your tenant.

Can I include the validation history in the email?

Yes. Insert the validation workflow attribute in the default message so the signatory can see the review and validation steps already completed.

Can I add the contract's validators to a signature notification email?

Yes, in the Signing context email. Open the Signing context email tab, type @ in the Default subject or Default message field and select validatorsList. This tag is not available in the Signature message, because signature providers limit the message length, send the same message to every signatory, and the list of validators is not meant to reach the counterparty.

Can I go back to the original signature message?

Yes. On the Signature message tab, select Restore system message.

Is the signing context email mandatory?

No. It is optional. You can configure it, leave it empty, or clear it later with Clear signing context email and add a new message afterwards.

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.