How to create a new template

Creating a template is easy but time-consuming due to the many customisable options. 

This article details each step, so you can create patterns by choosing your desired options.

TABLE OF CONTENTS

• Step 1: Information and brand image
• Step 2: Recipient Identification
• Step 3: Notifying Recipients
• Step 4: Reminders
• Step 5: Notifications
• Step 6: Advanced settings
• Step 7: Finish

Step 1: Information and brand image

In this step, you can enter company/user details and visually set up emails and the display page.

Basic data

• Template name: A descriptive name that identifies the template's purpose and use.
• Company or Contact Name: displayed on the documentary evidence. 
• Tax Identification Number: shown on the documentary evidence. 
• Language for sending: chosen for webpage display and emails sent during the process. Check available languages here. 
• Language of the documentary evidence: The document can be generated in one or two languages. Check available languages here.
• Sender Name or Mobile for SMS: The SMS sender can be a phone number or up to 11 text characters, with no spaces or restricted characters.
• Email Sender: The sender of emails. 
• Expiration Time: Duration between sending and documents no longer available for opening. 

Brand image

• Company Logo: Displayed in emails and on the display page. Accepted files: JPG and PNG, up to 1 MB.
• Colours Set button, text, and background colours for emails and the display page.  

The preview shows emails and a display page with selected logos and colours. 

Step 2: Recipient Identification

To restrict document access to recipients, user identification can be added. This identification happens before viewing documents.

Two types of identification are available:

• Access Code: A user-known code not sent in any communication.
• One-time Password: A 6-digit code sent via email or SMS, no certification needed.

If both types are selected, recipients can be assigned one method while sending docs or given both options.

Step 3: Notifying Recipients

The process starts by sending recipients a message about documents to open. The message contains a link to the page for opening the documents. This message can be sent via email or SMS, offering these customisation options.

Email

• Certify the message: Certify the message: Registered emails serve as legal evidence. 
• Sender: Can be customised for this message or left blank using the Step 1 sender. 
• Email subject: Clearly states communication purpose. It can include three tags:
  • contract_id: the unique identifier code of the delivery 
  • url: the URL of the display page. 
  • name: the name of the message recipient. 
• Customisable email text: Added after document list for signing. It can also include tags:  
  • contract_id: the unique identifier code of the contract. 
  • url: the URL of the display page.
  • name: the name of the message recipient.
• Add Email Attachments: Selecting this allows you to upload documents for this email that don't need to be viewed.

SMS

• Certify the message:  SMS serve as documentary evidence
• Sender: SMS senders can be an 11-character text or a phone number. If left empty, the sender introduced in Step 1 will be used. 
• Message text:the text of the SMS. It must include the url tag so the recipient can reach the display page. There are two additional tags available:
  • contract_id: the unique identifier code of the contract.
  • name: the name of the message recipient. 

For web redirection, don't select the notification method. Upon API connection, you'll get a URL to redirect the recipient. 

Step 4: Reminders

Reminders are automated messages for pending registered electronic deliveries. Messages are sent after the set time for each reminder has passed, starting from document sending. 

The reminder parameters include the following: 

• The elapsed time from which you want to send the reminder.
• Whether the reminder is sent via SMS or email. 
• Whether the message is certified or not. 
• For email, we'll have these fields: 
  • Sender: If blank, Step 1 sender will be used. 
  • Cc and Bcc fields: Reminders will also be sent to these email addresses; those in Bcc won't be visible to others. 
  • Mail subject: can include three tags: 
    • contract_id: the unique identifier code of the sending. 
    • url: the URL of the display page.
    • name: the name of the message recipient. 
  • Customisable email text: text displayed in the email. It can also include tags: 
    • contract_id: the unique identifier code of the sending.
    • url: the URL of the display page.  
    • name: the name of the message recipient. 
• For an SMS, you'll see these:
  • Sender: SMS senders can be an 11-character text or a phone number. If left empty, Step 1 sender will be used.  
  • Message text:the text of the SMS. It must include the required "url" tag, which will be replaced with the display page's address. There are two additional tags available: 
    • contract_id: the unique identifier code of the contract. 
    • name: the name of the message recipient. 

Once the configuration is complete, click the "Save" button to save the reminder. 

Step 5: Notifications

Notifications are automatically sent when there is a change in delivery status. Creating a notification involves selecting the triggering event and the desired channel for sending. 

• Event triggering the notification:  
  • When the documents are opened: an event occurs when a recipient opens the documents.  
  • When a delivery is cancelled: this happens if the sender cancels the opening process of the documents. 
  • When sending a document expires: The set time limit passes without completing the process. 
  • When sending a document has encountered an error:  An error happens during the opening process. 
  • When the opening process finishes successfully: All necessary documents are opened, finalising the process. 
  • When the opening process doesn't finish successfully: An error during opening prevents completion. 
• Notifications can be sent via SMS or email. 
  • If you choose to send SMS notifications, you can configure the following fields:
    • Sender: 11 characters or a phone number. If empty, use Step 1 sender. 
    • Message text: SMS content. Tags available: 
      • contract_id: Unique contract code.
      • name: Recipient's name.
      • Url: Display page.
  • If notifications are sent via email, the following parameters can be set: 
    • Attached files: Depending on the chosen event, you can include these documents in the email:
      • Files that don't need to be opened.
      • Opened documentation for each recipient.
      • Documentary evidence for each recipient.

Once you'll done setting up, click the "Save Notification" button. 

Notifications cannot be certified. 

Step 6: Advanced settings

This step includes various settings, mainly for advanced users with integrations.

• Display recipients on the display page: an option to show each recipient's status.  
• Redirect users to a specified URL upon completing the opening: the webpage where users will be sent after opening the documents.
• Event notifications: Sets of URLs to direct status changes are automatically generated by the platform. The events that can be managed are:  
  • Status changes of each recipient.
  • Status changes of the view process.
  • Status changes for SMS.
  • Status changes for email.
  • Status changes are performed on the display page.

Step 7: Finish

The final step lets you check that all the information is correct and save the template.