Sending options
Signi sends notification emails to document authors and signatories. There are several options as to who will be listed as Sender in these emails and what the ReplyTo/Reply address will be. These vary depending on whether it is:
Standard sending from cloud-based Signi,
sending using the "Custom Email" function
sending from the customer's own email servers, typically as part of an on-premise deployment.
Name of sender
The sender name of Signi notification emails for corporate workspaces is always the company name specified in the workspace/workspace settings. For workspaces for individuals and self-employed persons, it is the first and last name.
By default, the sender's email address is from the @signi.com domain.
Sender's email
The sender's email address varies depending on the usage mode of the email servers.
Standard sending from the Signi cloud
Cloud Signi sends via a Signi account on the Mailgun emailing service - as and email address is system@m.signi.com.
Using the "Custom Email" function
Example of an email from Signi, the domain of the sender's email is not Signi, but the sender.
When using the Custom Email feature, the email is sent via a dedicated account for the user on the Mailgun mailing service - the sender's email address can be any, but you need to have the correct SPF, DKIP and other records on the domain settings to ensure high email deliverability. Again, the name corresponds to the drafter of the document. It is recommended that the email address used is actually functional - whether as an email inbox, group or redirect to a customer service center for example. Variations in the use of Mailgun:
Mailgun account is set up by the customer
The customer sets up the account at https://www.mailgun.com/
The customer pays for the services himself, the tariff is chosen according to the volume, see https://www.mailgun.com/pricing/.
He sets up the sender's e-mail in the initial settings.
Signi uploads the modified templates to his account.
The customer has to set up his SPF, DKIM, or other records on his company domain - he gets them in the Mailgun settings.
The customer must provide Signi with a Mailgun API key - this is obtained within the account settings, see e.g. here for more details.
Access to Mailgun account for partner@signi.com, to upload and possibly edit templates - sufficient at "Developer" level.
It will be reflected in the offer as a one-time cost "Custom email - Customer managed Mailgun variant".
The Mailgun account for the customer is set up by Signi
Signi only overbills for monthly/annual Mailgun traffic based on volume https://www.mailgun.com/pricing/ .
The customer must provide Signi with the sender's email, e.g. podpora@firma.cz.
Signi must provide the customer with SPF, DKIM, or other records to set up the company domain.
It is reflected in the offer as a one-time cost "Custom Email - Mailgun option managed by Signi", followed by regular monthly or annual re-billing according to the sent email volume and actual costs.
Your company's domain settings include the corresponding SPF entry for Mailgun.
What information is stored in Mailgun?
In some cases, there is a concern that a large volume of documents may be out of the company's control. The Mailgun service is solely for sending emails, not for long-term archiving. Each email and its attachments are in the service only for as long as necessary to send to the recipients of the messages. The only thing that is stored in Mailgun is the log of sent messages, which contains the technology header of the email. Thus, the log entries do not include the content of the e-mail or its attachments. The purpose of the log is to be able to track the delivery status of emails.
Customer's own email servers
It is possible to custom develop a link to the customer's email servers. Here, the functions of the respective email server are used. The difference is whether Signi is used directly or via an integrated application and how it is connected.
E-mail for replies
There are several options for identifying the author of a Signi document and the associated ReplyTo/ReplyTo email addresses on Signi notification emails.
When using Signi directly, the ReplyTo/ReplyTo email address of the proponent's representative will be included in the emails sent out if a single proponent's representative is listed in the signature scenario, i.e. typically the signing executive, or the email address of the document's author if multiple proponent's representatives are listed in the signature scenario, i.e. e.g. the author as the approver and the executive signing.
Claimants are sending documents for signature via a Signi integrated system and are not established as users in Signi - The owner of the workspace/workspace in Signi to which documents are sent via the Signi API for signature will be listed as the sender. Typically, this will be the email of the main account in Signi, e.g. podpisy@firma.cz. The email address of this account is listed as ReplyTo/Reply on the email attribute. If replies to notification emails sent are to reach the document drafters, an automatic forwarding from this email account should be set up, e.g. to an email group where all document drafters are.
Proponents submit documents for signature via the Signi-integrated system, are introduced as users in Signi, and are marked as document proponents when calling the API - the email address of the document proponent will be listed as the ReplyTo/Reply attribute of the notification email. Replies to notification emails sent will go directly to the document proponent.
If you are lost in the description, do not panic and contact us at help@signi.com, we will be happy to discuss everything with you ;-).
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