Email notifications sent during an e-signing process in Simployer One

Which email notifications are sent during an e-signing process in Simployer One?

Simployer One automatically sends email notifications throughout the e-signing process to keep participants informed about the document's progress. 

The notifications each participant receives depend on their role in the signing process and the current stage of the process.

Before you begin

Email notifications are sent automatically during the signing process. Some notifications can be disabled when the signing process is created.

Which participants receive email notifications? 

Depending on the signing process, notifications can be sent to: 

• Signing parties  
• Observers  
• The signing process creator  

Reviewers may receive notifications as part of the review process, depending on the workflow, but the notifications described in this article relate to the standard signing process. 

What is the "Document signing process has started" notification? 

This notification informs observers that a new signing process has started. 

Recipients 

• Observers  

When is it sent? 

The notification is sent after the signing process has been started. 

What does it include? 

The email includes: 

• A notification that the signing process has started.  
• A link to view the document.  

Observers can monitor the progress of the signing process but cannot sign the document. 

What is the "New document to sign" notification?

This notification invites signing parties to sign the document. 

Recipients 

• Signing parties  

When is it sent? 

The notification is sent when it is a signing party's turn to sign the document. 

If the signing process contains multiple signing steps, each signer receives the notification only when the previous signing step has been completed. 

What does it include? 

The email includes: 

• A link to the document.  
• Instructions for completing the signature.

What is the "New signature" notification?

This notification informs participants that another signature has been completed. 

Recipients 

• Signing parties  
• Observers  
• Signing process creator  

When is it sent? 

Each time a participant signs the document. 

Can this notification be disabled? 

Yes. 

When creating the signing process, select Don't notify for signing progress if you do not want the signing process creator and signing parties to receive these notifications. 

Note

This setting applies only to the current signing process. 

What is the "Document signed by all parties" notification?

This notification confirms that the signing process has been completed successfully. 

Recipients 

Participants involved in the signing process receive confirmation that all required signatures have been collected. 

When is it sent? 

After the final required signing party has signed the document. 

What happens next? 

When this notification is sent: 

• The document is sealed.  
• A signed PDF is created.  
• The completed document becomes available in Simployer One.  

What is the "Signing process revoked" notification? 

This notification informs participants that the signing process has been cancelled. 

Recipients 

• Signing parties  

When is it sent? 

If the signing process creator revokes the signing process before it is completed. 

If the creator chooses to reopen the signing process as a draft, participants are informed that the original signing process has been cancelled.

Can I turn off email notifications? 

Some notifications can be disabled. 

When creating a signing process, you can select: 

Don't notify for signing progress

This prevents the signing process creator and signing parties from receiving notifications each time a new signature is completed. 

Other notifications, such as invitations to sign documents, continue to be sent because they are required for the signing process. 

Why didn't a participant receive an email? 

If someone did not receive an expected notification: 

• Confirm that they were added to the correct role in the signing process.  
• Verify that their email address is correct.  
• Ask them to check their Spam or Junk folder.  
• Confirm that the signing process has reached the appropriate stage for that notification.  
• Contact Simployer Support if the issue persists.  

Best practices 

Tip

Leave signing progress notifications enabled if several people need to monitor the progress of important agreements. 

Tip

Disable signing progress notifications for high-volume signing processes if frequent email updates are not required. 

Tip

Review the participant list before sending the signing process to ensure notifications are sent to the correct people. 

Important

Invitations to sign are essential for completing the signing process and cannot be replaced by manually sharing the document. 

FAQs

Who receives signing invitations?

Only signing parties receive the New document to sign email. 

Who receives signing progress notifications? 

By default, signing parties, observers, and the signing process creator receive notifications when new signatures are completed. The creator and signing parties can disable these notifications for a specific signing process. 

Do observers receive signing invitations?

No. Observers receive notifications about the signing process and can monitor its progress, but they cannot sign the document. 

What happens after everyone has signed?

Participants receive confirmation that the document has been signed by all required parties. The document is sealed, and a signed PDF becomes available in Simployer One. 

Will participants be notified if a signing process is revoked?

Yes. Signing parties are notified if the signing process is revoked before completion.