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Email Summaries of Approvals & Key Information for Internal Signers

sarah_starr

Hi All!

First post in the community!

We will have many workflow templates that could benefit from this - but it would be great to have an email summary provided in tandem with the Docusign request to our internal signers, either within the Docusign envelope itself (maybe a link to the workflow for the signer?) or in a separate email sent simultaneously with the Docusign envelope to the internal signer that includes the key information regarding the contract for the quick reference for the signer. This is really helpful if there is ever background information included and for the signer to approve - or they want to quickly understand the involved parties (requestor, counterpart - legal review etc...)

Hoping something is already in the works!

CC: @Andrew_Smith
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Comments

David_Wieseneck

Great idea!

Allison_Schoening

Yes! We've configured a custom email to kick off to our internal signer after all approvals have been completed. But then we have to hustle to get the document tagged and routed to our signer so that she or he gets the (2) emails within a relatively small amount of time.

Historically we've preferred for the counterparty to sign first but because of this limitation and our "work-around" we're asking our signers to sign first simply so that the summary/background-info email hits them around the same time as the DocuSign request. This way - theoretically - they don't have to dig too far into their inboxes to find the relevant background info.

sarah_starr

That seems like a hefty workaround @Allison_Schoening !

And you are importing some key info via tags in the email? And for the summary of approvals - you are manually adding that info into the custom email?

David_Wieseneck

Ohhhh that's nice!

Can you share the text for the custom email? Including the tags you use?

Instead of rushing to tag the document, why not just move your custom email to the eSignature request email? See screenshot:

CleanShot 2022-01-26 at 18.05.28@2x.png

Perhaps you want the custom email to only go to internal signers and not counterparty signers?

sarah_starr

Yeah - I would want it to be an internal summary only - especially when we integrate FP&A approvals. I wouldn't want the counterparty to see any comments about our in/out of budget or any other internal dialogue. At least in my use case @David_Wieseneck .

Allison_Schoening

Yep @David_Wieseneck we include things in our summary like "is the contract value budgeted?" that we don't want the counterparties to see.

We are using tags from the intake form so that the information is essentially coming straight from the requestor to the signer, so that if she or he has any questions they know to whom they should go (and we, the intake & management team, are not necessarily the middlepeople). @sarah_starr our reviews our fairly standard in that the same parties always review/approve, so we don't really have a summary of approvals within this email. I don't know that you can add that in manually (as this notification auto-generates), but you could include a workflow link within the summary email, for the signer to pop in for a really quick look at the approver chart. I'm sure there would be other alternatives we just don't have this use case so haven't explored around that much!

sarah_starr

That is a great idea @Allison_Schoening - would it auto add the signer then to the workflow once they click on the link so they could see the workflow history? I will have to play around with it but look forward to a cleaner solution from IC!

David_Wieseneck

I love this. Thanks!!

Kathleen_Gilbert

This is a great workaround but it would be wonderful to be able to add an summary to the email that the internal signatory receives from DocuSign to sign the document. It is a lot for signatories to have to search for a separate email that contains the information they need to feel comfortable signing.

Ellie_Martinson

Just noting here that Ironclad's new native e-signature tool is a great solution to this; we had the same issue but recently switched from Docusign to Ironclad e-signature for precisely this reason.

Erin_Till

We love to hear it. Thank you, @Ellie_Martinson!