SpotDraft allows admins to customize the content of system-generated emails at the workflow level. This includes editing the subject line, email body, button label, and optionally displaying key contract details.
This customization is currently supported primarily for counterparty-facing emails, and is configured within the Workflow Manager. Changes apply only to new contracts created after publishing the updated workflow.
What Are Email Types
Email types refer to categories of system-generated emails that are triggered by specific events in a contract’s lifecycle, such as sharing a contract for review or requesting a signature.
Only counterparty-facing email types are currently supported for customization.
Supported Email Types
The following counterparty emails can be customized:
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Counterparty Review: Sent when a contract is shared for review
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Signature Request: Sent to request the counterparty’s signature
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Signature Request (Express Contract): A simplified flow for sending a signature request
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Contract Voided: Notifies the counterparty that a contract has been voided
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Contract Executed: Informs the counterparty that the contract is fully executed
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Share Executed Contract: Shares the signed contract file with the counterparty post-execution
Internal emails (e.g. approval or reminder emails sent to your internal team) are not customizable at this time.
How to Configure Email Content
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Go to Manage → Workflow Manager
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Select the workflow
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Open Email Settings
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Choose a supported email type
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Edit the Subject, Content Block, Additional Information, and Button Label
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Use Insert Variables to include dynamic fields
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Use Send Me A Test Mail to preview
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Save the changes and click Publish New Changes
Only contracts created after the updated workflow is published will reflect the changes. Existing contracts will retain the previous email configuration.
Email Layout and What You Can Customize
Subject
The subject line of the email. Editable with support for dynamic variables.
Content
The main body text of the email. Fully editable with support for formatting and dynamic variables.
Additional Information
An optional table that shows contract metadata such as title, parties, and status. You can choose whether or not to include this block. The content is system-generated.
Button Label
The main call-to-action button (e.g., “Sign” or “Review”). Admins can set the label but not use variables. The link is generated automatically by SpotDraft.
Available Variables
Variables allow you to pull data from the contract and insert it into the email. If a variable does not have a value for the given contract, it will not be shown.
| Label | Variable | Description |
|---|---|---|
| Reference ID | {{current.contract.ref_id}} |
A unique ID used to identify the contract |
| Contract Execution Date | {{current.contract.executed_at}} |
The date the contract was fully signed |
| Organization Entity Name | {{current.contract.entity_name}} |
The legal entity responsible for the contract |
| Contract Title | {{current.contract.contract_title}} |
The title given to the contract |
| Contract Type | {{current.contract.contract_type.display_name}} |
The category or type of contract (e.g., NDA, MSA) |
| Workspace Name | {{current.contract.creator_role.workspace_name}} |
The name of the workspace the contract belongs to |
| Contract ID | {{current.contract.creator_role.contract_id}} |
The internal system ID for the contract |
| Void Note | {{current.contract.void_note}} |
The reason provided for voiding the contract |
| Voided By User Name | {{current.contract.voided_by_org_user.name}} |
The name of the person who voided the contract |
| Voided By User Email | {{current.contract.voided_by_org_user.email}} |
The email of the person who voided the contract |
| Sender Name | {{current.sign.sender.sender_name}} |
The name of the person sending the contract |
| Sender Email | {{current.sign.sender.sender_email}} |
The sender’s email address |
| Counterparty Name | {{current.sign.counterparty.counter_party_name}} |
The name of the receiving company or individual |
| Recipient Name | {{recipient_name}} |
The name of the recipient of the email |
| Recipient Email | {{recipient_email}} |
The recipient’s email address |
If any of these fields are empty for the contract being used, the corresponding variable will not appear in the email.
Editing at the Time of Sending
For Counterparty Review and Share Executed Contract emails, users can modify the email content just before sending the contract. The message configured in the Workflow Manager will be pre-filled but editable in the Send Contract interface.
Branding and Styling
All customized emails follow your branding configuration set in Email Styling, including:
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Header logo
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Button background
You can configure branding at:
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Settings → Workspace Profile → Email Styling
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Settings → Entity Settings → Email Styling (entity settings override workspace-level settings)
To learn more about email branding setup, refer to the help article: Customizing Email Branding