Options for sending notification e-mails

• Sending options
• Sender name
• Sender e-mail
  • Standard sending from cloud Signi
  • Using the "Custom e-mail" feature
  • The customer sets up the Mailgun account themselves
  • Signi sets up the Mailgun account for the customer
  • What information is stored in Mailgun?
  • The customer's own e-mail servers
• Reply-to e-mail

Sending options

Signi sends notification e-mails to document authors and signers. There are several options regarding who will be listed as the Sender in these e-mails and what the ReplyTo / Reply address will be. These differ depending on whether it is:

1. standard sending from cloud Signi,
2. sending using the "Custom e-mail" feature,

Sender name

The sender name of Signi notification e-mails can be set in the workspace settings. For workspaces of legal entities, the company name is typically used; for individuals and sole traders it is the first and last name.

By default, the sender e-mail address is from the @m.signi.com domain

Sender e-mail address

The sender's e-mail address differs depending on the mode used for sending e-mails.

Standard sending from cloud Signi

Cloud Signi sends via the Signi account on the Mailgun e-mailing service - system@m.signi.com is listed as the e-mail address.

Using the "Custom e-mail" feature

Example of an e-mail from Signi, where the sender's e-mail domain is not Signi but the sender's.

When using the Custom e-mail feature, sending is done via a dedicated account for the user on the Mailgun mailing service - the sender's e-mail address can be anything, but the domain settings must have correct SPF, DKIM and other records to ensure high e-mail deliverability. The name again corresponds to the document proposer. It is recommended that the used e-mail address is actually functional - whether as a mailbox, group, or forwarding e.g. to a customer center. Options for using the Mailgun service:

The customer sets up the Mailgun account themselves

• The customer sets up the account themselves at https://www.mailgun.com/.
• They pay for the services themselves, and choose the plan according to volume, see https://www.mailgun.com/pricing/.
• They set up the sender e-mail themselves in the initial setup.
• Signi uploads the customized templates into their account.
• The customer must set up their SPF, DKIM, and possibly other records on their company domain - they obtain them within the Mailgun setup.
• The customer must provide Signi with the Mailgun API key - it is obtained in the account settings, see e.g. here for more.
• (One-time) access to the Mailgun account so that we can upload and possibly edit the e-mail templates - "Developer" level access is sufficient.

Signi sets up the Mailgun account for the customer

• The customer must provide Signi with the sender e-mail, e.g. podpora@firma.cz.
• Signi must provide the customer with the SPF, DKIM, and possibly other records for the company domain settings.
• The custom e-mail service is charged according to the current price list of services.

What information is stored in Mailgun?

In some cases there is a concern that a large volume of documents might be outside the company's control. The Mailgun service is used exclusively for sending e-mails, not for their long-term archiving. Each e-mail and its attachments are in the service only for the time strictly necessary to send them to the message recipients. The only thing stored in the Mailgun service is the log of sent messages, which contains the technical header of the e-mail. Thus, the log records do not include the content of the e-mail or its attachments. The purpose of the log is to be able to verify the status of e-mail sending and delivery.

The customer's own e-mail servers

A connection to the customer's e-mail servers, e.g. Microsoft Exchange server, can be developed on request. Here the functions of the respective e-mail server are used. The scope, time required for implementation, and the resulting price depend on the chosen e-mail server. This implementation is always preceded by an analysis and a detailed description of the solution.