Documents & Contracts: Email Templates and Notifications

Sparkforge Documents & Contracts ships with default email templates and team notifications. Both are configurable so client emails match your brand and your team gets the alerts they need.

Choose and Edit Templates at Send Time

When you send a document, you can pick a template from the dropdown and tweak the subject or body inline before sending. Useful for one-off adjustments without editing the saved template.

1. Open the document and click Send.
2. Pick a template from the Email Template dropdown.
3. Click the Edit icon to adjust subject or body.
4. Review and send.

Customizable Email Templates

Templates replace the generic system messages. Each can include:

• Custom subject lines and body text.
• Merge fields like {{proposal.url}}, {{contact.first_name}}, {{proposal.total}}, {{proposal.due_date}}.
• Separate templates for proposals, contracts, and signed copy notifications.

Variable types

Contact variables pull from the contact record ({{contact.first_name}}, {{contact.email}}). Manage these under Settings → Custom Fields → Contact.

Document variables pull from the document itself ({{proposal.url}}, {{proposal.total}}, {{proposal.due_date}}). If a variable doesn't exist for that document, it renders blank.

Team Notifications

By default, internal alerts go to the document sender. You can override the sender identity (From Name, From Email) in Settings → Team Notifications. To notify additional users, build a Workflow.

Notify more internal users (recommended)

1. Create a workflow with the Documents & Contracts trigger.
2. Pick the event: Sent, Viewed, Signed, or Completed.
3. Add an Internal Notification action with the users, roles, teams, or custom emails.
4. Optionally add conditions (template name, deal value) and downstream actions.

Setup Walkthrough

Create email templates

Templates can't be built inside Documents & Contracts settings — create them in the Marketing email builder first.

1. Go to Marketing → Emails → Templates.
2. Click Create Template.
3. Design and click Save as Template.

The saved template appears in the Email Template dropdown inside Documents & Contracts settings.

Configure customer notifications

1. Go to Payments → Documents & Contracts → Settings.
2. Open Customer Notifications.
3. Set From Name and From Email. Enable the toggle to use them.
4. Add CC recipients if needed (these are client-facing — they get the same email the client gets).
5. Pick templates for Document Received, Document Signed, and Document Expiry Warning events.
6. Click Save.

Configure team notifications

1. Open Team Notifications in the same settings page.
2. Optionally override From Name and From Email for internal alerts.
3. Pick templates for Document Signed Alert and Document Viewed Alert.
4. Click Save.

Frequently Asked Questions

What if a custom value like {{proposal.url}} doesn't exist?

The field renders blank in the email. Test templates with sample data and add fallback copy where it matters.

Can different team members get different alert types?

Not from the Team Notifications page directly — those settings apply globally. For role-specific routing, use a Workflow with an Internal Notification action.

Does overriding sender details for team notifications affect customer emails?

No. Customer Notifications and Team Notifications are independent. You can have one From Email for clients and a different one for internal alerts.

Can each document type use its own template?

Yes. Each document event (Received, Signed, Expiry) supports its own template, so proposals, contracts, and estimates can have distinct emails.