Manual E-Sign & Custom Email

Published on February 10, 2026 DRTE

Manually Sending E-Signature Requests with Custom Emails

Overview: Use this manual process when you want to customize the experience for your signers, for example by editing the email body or adding custom notes. Instead of using the automated workflow, you send each E-Signature Request (ESR) individually from its record, then update the record so the signer can access the document through the guest user portal.

Important: Do not use the automated "Begin Workflow" button if you intend to customize the experience for the signers.

Phase 1: Initiating the Manual Process

Step 1 – Prepare the Document: Open the Document Editor. After setting up your E-Signature Requests (ESRs) in the editor, navigate to the E-Signature Workflow component.

Step 2 – Bypass Automation: DO NOT CLICK "BEGIN WORKFLOW." Instead, you will manage each signature request (e.g., ESR-0000026) individually from the record level.

The E-Signature Workflow component in the Document Editor. Do not click Begin Workflow.

Phase 2: Sending the First Signature Request

Step 1 – Navigate to the Record: Click on the E-Signature Request Name (e.g., ESR-0000026) to open that specific record.

Step 2 – Open Email Activity: In the Activity panel on the right, click the Email (Envelope) icon.

The Email (Envelope) icon in the Activity panel of the ESR record.

Step 3 – Configure Recipient & Template:

• To: Ensure the field is populated with the E-Signature request contact.
• Insert Template: Click the Insert Template button in the email toolbar.

The Insert Template button in the email toolbar.

Step 4 – Select the DRTE Template: Choose the relevant template, such as DRTE: Action Required: Please e-Sign Your Document.

Selecting the DRTE e-signature email template.

Step 5 – Modify & Send: You can now edit the email body to include custom notes or remove existing content. Once finalized, click Send.

Customizing the email body before sending.

Step 6 – Verify Activity: Confirm the email log appears in the Activity timeline to ensure the request was dispatched.

The sent email logged in the Activity timeline.

Confirmation that the signature request email was dispatched.

Phase 3: Synchronizing System Data

To ensure the signer can access the document via the guest user portal, you must manually update the record status.

Step 1 – Update Status: Immediately after sending the email, click Edit on the record and change the Status to "Sent For Signature."

Note: This is a critical step to respect the sharing rules created for the esign guest user.

Editing the ESR record to set the Status field.

Step 2 – Timestamp the Request: Manually update the "Request Sent On" field to reflect the current date and time.

Step 3 – Save: Click Save to apply the changes.

Phase 4: Handling Subsequent Signers

Step 1 – Monitor Progress: Once the first signer completes their task, the E-Signature Workflow component will show the first record as COMPLETED and the next record (e.g., ESR-0000027) as READY TO SEND.

The first ESR shows COMPLETED and the next shows READY TO SEND.

Step 2 – Repeat the Process: For the second signer, repeat the steps in Phase 2 and Phase 3. Open the new ESR record, manually send the email with any needed modifications, and update the status to "Sent For Signature."

Quick Reference

Troubleshooting

Signer sees an access error on the "Sign the Document" link? Check the ESR record. If the Status is still "New," edit the record and change it to "Sent For Signature."

Pro-Tip: Always verify that the "Status" is updated immediately after sending the email. If the status remains "New," the signer may encounter access errors when clicking the "Sign the Document" link.

Knowledge Article Number: KA-00103