mirror of
https://github.com/OpenSignLabs/OpenSign.git
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prafull-opensignlabs
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title: Custom Email Templates
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---
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# 📧 Email Templates
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## 🚀 Steps to Set Up Custom Email Templates
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**Step 1:** Log in to your OpenSign account using valid credentials.
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**Step 2:** Navigate to the **Settings** section and click on **Preferences**.
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**Step 3:** Click on the **Email** tab. Here, users can configure and edit custom email templates for different stages of the document lifecycle.
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<img width="800" alt="add team" src="https://github.com/user-attachments/assets/dc1efaab-c7f9-4f82-abc4-1cafd587f7ce"></img>
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---
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## ✉️ Request Signature Email
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This email is automatically sent to all signers when a document is shared with them for signing.
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- Customize the subject line, greeting, message body, and footer to match your tone and branding.
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- Use dynamic placeholders like `{{document_title}}`, `{{receiver_name}}`, and `{{signing_url}}` to personalize each message.
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- Personalized messages improve open rates and help recipients understand the context of the request.
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## 📩 Document Completion Email
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This email is sent to all signers and the document owner once the signing process is complete.
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- Includes a summary message along with the signed document and completion certificate as attachments.
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- Template customization allows teams to reinforce brand messaging post-signature.
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- Ideal for legal confirmations, audit trails, and archival communication.
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-
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### 🔄 Reset Template Text
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Click the **Reset** button to restore the template content to its default version.
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Don’t forget to click **Save** afterward to apply the changes.
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---
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## 🛠️ Additional Notes
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- All custom email templates support **rich text formatting** and **variables** for dynamic content.
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- Changes to templates take immediate effect and apply to all new documents created after the update.
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- Organizations can define a consistent template style across all teams to ensure compliance and branding.
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> 💡 **Tip:** Preview your templates before saving to ensure correct formatting and placeholder usage.
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For more assistance with OpenSign™ features or APIs, contact our support team at **[support@opensignlabs.com](mailto:support@opensignlabs.com)**.
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---
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sidebar_position: 4
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title: Preferences
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---
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# 🔧 Preferences
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The **Preferences** page in **OpenSign™** allows users and administrators to tailor the signing experience to suit individual, team, or organizational needs. Below is a breakdown of all configurable options and what they control.
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---
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## 🚀 Steps to Navigate to Preferences
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**Step 1:** Log in to your OpenSign account using valid credentials.
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**Step 2:** Navigate to the **Settings** section and click on **Preferences**.
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---
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## 📌 Signature Types Control
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The **Allowed Signature Types** section defines which signature methods are available to signers:
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- ✅ **Draw**: Create a handwritten signature using a mouse, stylus, or finger.
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- ✅ **Type**: Type your name and apply it using pre-set font styles.
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- ✅ **Upload**: Upload a scanned or saved image of your signature.
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- ✅ **Default**: Use the default signature stored under *My Signature* in settings.
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⚙️ The options selected here determine what appears in the signature widget during document creation and signing. You can also change these preferences while creating a document.
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---
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## 🔄 Multi-Level Signature Type Control
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**OpenSign™** introduces flexible control over signature options at three levels:
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### 🏢 Organization-Level
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Admins can enforce company-wide signing policies by restricting available signature methods platform-wide.
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**Step 1:** Open the profile menu and select **Console Application** to launch the console.
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**Step 2:** Once the Console Application loads, navigate to the **General** menu. Here, admins can configure the allowed signature types at the organization level.
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All users created under your account will only see the signing methods you enable here in their **Preferences**. They will be restricted from using any methods you don't select.
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**Example:**
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Adam, the administrator of your company account, disables the **Typed** signature option in the **Manage Signature Types** settings. As a result, Ursula, a team member, will no longer see the **Typed** signature option in her preferences.
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Ursula can enable or disable any of the remaining three signature methods for each document she creates.
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When she sends a document to Sofia, a signer, Sofia will only see the signature methods that Ursula selected during the document creation process.
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**Note:** Managing **Signature Types** at the organization level is only available on the **Teams** plan. This feature is not included in the **Professional** or **Free** plans.
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### 👤 User-Level
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Navigate to **Settings > Preferences** to configure user-level signature types.
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If a user sets preferred types here, only those will appear when adding signature or initial widgets during document creation.
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### 📄 Document-Level
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While creating a document, users can specify allowed signature types.
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Only these will be available to the signer—useful for legal or regulatory requirements.
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---
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## 🔔 Notify on Signatures
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The document owner can choose to receive email notifications when a document is signed.
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- **Yes** – Get notified each time a signer completes their part.
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- **No** – Turn off real-time signature notifications.
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This setting can be adjusted while creating a document or template.
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Regardless of this preference, a **final completion email**—including the signed document and completion certificate—is **always sent** to both the document owner and all signers.
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**Note:** Notify on Signatures feature is only available on the **Professional** and higher plans—it is not included in the **Free** plan.
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---
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## 📬 Send in Order
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Decide whether the document should be signed **sequentially** or **simultaneously** by multiple signers.
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- **Yes** – Signers receive the document in a set order. The next signer gains access only after the previous one completes signing.
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- **No** – All signers receive the document at once and can sign independently.
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> Users can change this option while creating the document or a template.
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---
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## 🚫 Enable Tour
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The tour feature provides guidance for first-time users. You can turn this off for a cleaner, uninterrupted experience:
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- **Yes** – Show onboarding tips. Enables guided tooltips for the signer during the signing process.
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- **No** – Disable tour prompts *(recommended for experienced users)*. Speeds up the signing experience.
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> Users can change this option while creating the document or a template.
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💡 **Tip**: Disable if your users are already familiar with OpenSign™.
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---
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## 🧭 Timezone & Date Format
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Customize the **Timezone** and **Date Format** according to your regional preferences.
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These settings are reflected in:
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- Document Completion Certificates
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- Signing Logs
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- Webhooks
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### 📅 Date Format
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- The selected date format will be applied by default to the date widget if no specific format is chosen during document creation.
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- This default format also applies in all API flows.
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### 🕒 Time Format
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- Supports **12-hour** and **24-hour** formats.
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- Affects timestamps in certificates, logs, and webhooks.
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---
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## 🧪 LTV-Enabled Signatures
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**LTV (Long-Term Validation)** ensures that signatures remain valid and verifiable even after certificates expire or are revoked.
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### 🔐 Key Features:
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- Embeds certificate chain
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- Includes CRLs and OCSP responses
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- Enables offline verification
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- Complies with PDF standards like **PAdES**
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### 📌 Why It Matters:
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Even if a certificate becomes invalid in the future, the LTV-enabled signature remains verifiable.
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### ✅ Use Cases:
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- Legal Contracts
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- Financial or Medical Records
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- Long-term archiving requirements
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---
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## 📧 Email Templates
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In the **Preferences > Email** tab, users can customize email templates to personalize communication with signers and stakeholders.
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This feature helps maintain brand consistency and enhances engagement throughout the signing workflow.
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👉 [📄 Step-by-step guide to setting up custom email templates](https://docs.opensignlabs.com/docs/help/Settings/Custom-email-templates)
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**Note:** The custom email templates feature is only available on the **Professional** and higher plans—it is not included in the **Free** plan.
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---
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## 🔒 Security
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The **Security** tab in OpenSign (found under **Settings > Preferences > Security**) allows users to manage key authentication methods to protect their account access.
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### 🧩 Features Available:
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#### ✅ Two-Factor Authentication (2FA)
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Enhance your account security by enabling 2FA. Once activated, you'll enter a time-based code from an authenticator app each time you log in.
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#### 🛡️ Passkey Authentication
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Passkeys offer a **passwordless**, **phishing-resistant** login experience using your device’s built-in security features such as fingerprint, Face ID, or PIN.
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👉 For full details on setting up **Two-Factor Authentication (2FA)** and **Passkey Authentication**:
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[🔒 View Security Setup Guide](https://docs.opensignlabs.com/docs/help/Settings/SecurityManagement)
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For more assistance with OpenSign™ features or APIs, contact our support team at **[support@opensignlabs.com](mailto:support@opensignlabs.com)**.
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---
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sidebar_position:
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title: Security Management
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---
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## 🔒 Security
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### ✅ Two-Factor Authentication (2FA)
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Two-Factor Authentication (2FA) adds a second layer of security to your account by requiring **not just your password, but also a time-sensitive code** from a trusted device.
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#### 🔐 What is 2FA?
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2FA combines **something you know** (your password) with **something you have** (like a smartphone or hardware token). This significantly reduces the risk of unauthorized access—even if someone has your password.
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#### 🛡️ Benefits:
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- Enhances account protection against phishing and brute-force attacks
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- Reduces the risk of unauthorized access from compromised credentials
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- Helps meet compliance requirements for security-conscious organizations
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- Only the account owner with access to the authenticator app can log in
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#### 📲 How to Enable:
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1. Go to **Settings > Preferences > Security**
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2. Click "Setup 2FA" button and scan the displayed QR code with an app like Google Authenticator, Authy, or Microsoft Authenticator.
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3. Save the recovery codes in a secure location (they allow access if you lose your phone)
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4. Enter the 6-digit verification code shown in your app to complete setup
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> 🔁 The verification code refreshes every 30 seconds and is unique to your device.
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> 🔐 If 2FA is enabled, you will be prompted for a verification code every time you log in.
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#### 📹 Watch the Setup Tutorial:
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[](https://www.youtube.com/watch?v=cgVBBetnbO8)
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### 🛡️ Passkey Authentication
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Passkeys offer **passwordless**, **phishing-resistant**, and **device-bound** sign-in using modern authentication standards.
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#### 🔐 What Are Passkeys?
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Passkeys are cryptographic credentials tied to your device and identity, replacing traditional passwords. They’re based on **FIDO2/WebAuthn** standards and work using **public-private key encryption**, making them highly secure.
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- Instead of typing passwords, you authenticate using biometrics (like Face ID or fingerprint) or a device PIN.
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- A passkey is stored securely on your device and never shared—so even if attackers phish you, they can’t steal your login info.
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#### 💡 Key Features:
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- Use **fingerprint**, **Face ID**, or **device PIN**
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- **Passwordless** and **secure** authentication
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- Resistant to **phishing** and **credential stuffing**
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- Syncs across devices (when using platforms like iCloud Keychain or Google Password Manager)
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- Fast, one-tap login experience
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#### 🛠 How to Register a Passkey:
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1. Go to **Settings > Preferences > Security**
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2. Click **Register passkey**
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3. Your device prompts biometric or PIN-based authentication
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4. On success, the passkey is saved and listed under **Your Passkeys**
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> 📌 A passkey is unique to each device/browser combination. You can register multiple passkeys for different environments.
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#### 📹 Watch the Setup Tutorial:
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[](https://www.youtube.com/embed/lLfcu9oSbew?si=yODZcEveYZSbQQXw)
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#### 🧾 Managing Your Passkeys
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##### ✏️ Rename:
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Click the **pencil icon** to rename a passkey for easy identification.
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##### 🗑 Delete:
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Click the **trash icon** to remove a passkey.
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⚠️ This revokes access via that method and may require alternate login or re-registration.
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> 🔐 Tip: Register multiple passkeys on different devices for redundancy and ease of access.
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---
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For more assistance with OpenSign™ features or APIs, contact our support team at **[support@opensignlabs.com](mailto:support@opensignlabs.com)**.
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@@ -1,5 +1,5 @@
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---
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sidebar_position: 4
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sidebar_position: 7
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title: Disable DocumentId
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---
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Reference in New Issue
Block a user