[External Share for Jira] Email communication

In the context of External Share, “Email communication” refers to the outgoing emails (for example: invite to share).

SMTP servers

What is email communication?

In the context of External Share, “Email communication” refers to the outgoing emails, that is the (invite to share). When external link is created, invitation email will be sent to a external user

1. Invite

   • This is the first outgoing email when a contract is created.

   • This email will include a link to the issue where signers will view the document.

2. Sign

   • If the document is signed, a second outgoing email is sent, notifying users that the contract is signed.

3. Reject

   • If the signers reject the contract, an email is sent, notifying users that the contract was rejected.

4. One-time password (OTP)

   • This email is sent to signers when they opt to sign the contract.

   • This email will include a one-time password for security measures.

Email customization

You can customize all of the outgoing emails independently, here is what you can customize:

• Sender Email (communication)

• Email Subject

• Email content

  • Bye name

Sender email customization

You can customize the sender as well as the email service used to communicate, in order to achieve this, you will need an email service with SMTP support.

For example:

1. OVH

2. Amazon (AWS - Simple email service)

3. Google (Gmail)

4. Microsoft (Outlook)

5. Fastmail

Customize outgoing email communication

1. Navigate to the Contract Signatures global settings

   • Click on the “Apps” dropdown menu and select Contract Signatures

      

2. Select the “Customization” tab

3. Scroll down to the “Custom Email” section

4. Check the “Customize outgoing email communication” option

5. Provide your SMTP details

6. Click on the “Update Email” button

    

7. In order to ensure the SMTP is configured correctly, use the “Send test email” option

Once the SMTP configuration is done, you can now select the sender's email address.

1. Check the “Customize sender email” option

2. Enter the email address associated with your SMTP

3. Click on the “Update” button

Email Subject

You can customize the email subject of any outgoing email category (Invite, Sign, Reject, and OTP).

Make sure the custom subjects are true for any outgoing email of the selected category.

If you wish to create more flexibility with the email subjects, you can benefit from dynamic elements such as the following:

• ${createdByName} - The user that created the contract

• ${senderEmail} - The custom email address

• ${documentName} - Name of the document

These elements will dynamically call for the value true to the specific document.

In order to customize the email subject field,

1. Scroll down to the Customization page

2. Reach the “Message Templates” section

There are 2 subsections here

• Customize 'bye name'

• Customize email

Customize ‘bye name’

The “bye name” section will globally affect all emails using the custom template (unless altered), by default this value is set to “Contract Signatures”, you can change this to your team name or the name of your company representative for example.

1. Check the “Customize 'bye name'“ option

2. Add the value to the “bye name” field

3. Click on the “Update” button

Customize email

You can customize all 3 main parts of the email (From, Subject, Body).

From

This will display the sender, when a customized sender email is selected, it will automatically include the custom sender email value.

Subject

You can select your own email subject, you can make use of dynamic properties to make it more flexible.

Body

You can edit the body content and structure, there are 2 templates for each email category, HTML and text.
When the “bye name” value is customized, it will automatically affect the dynamic property of ${byeName}.

Please ensure you update any changes done on the body, From and Subject fields independently, Updating (for example “Invite email” does not affect the Sign, Reject and OTP emails.