Messages & Reminders

The Messages & Reminders sub-tab of the Configuration tab sets the texts of the SMS and email messages that Cellosign sends for this template, and the description of its transactions. You can also send reminders before a form expires, and add tables of field values to the emails at the end.

Leave an invitation or copy text empty to use the project’s default text.

Messages

Setting	What it does
Send result email to client	Shown when the template’s workflow is off. When the form is completed, the client gets an email with the signed PDF. Turn it off to stop emailing the signed result to clients. Default: on. See Who gets the emails at the end.
Email address to post when process is complete	More email addresses that get the archive email when the form is completed. Type an address and press Enter. You can add several.
Description	The description of the template’s transactions, shown in transaction lists and dashboards. You can add field values, for example the client’s name. When it’s empty, the template name is used.
Date filter	A date, text or number field whose value is shown with the transaction in the dashboards, for example a due date.
SMS text message when open a link	The text of the SMS that invites the recipient to fill in the form. The link to the form is added to the text.
SMS text when process is complete	An SMS that is sent when the form is completed. You can add field values, for example “Hello @first_name, we received your form”. Leave it empty to send no SMS.
Select SMS destination	Shown when SMS text when process is complete has a text. Where to send that SMS: Current destination (the phone numbers the form was sent to by SMS), or the value of a text or number field of the form. If the field doesn’t hold a valid phone number, the SMS is sent to the current destination. Default: Current destination.
Invitation Email subject	The subject of the email that invites the recipient to fill in the form.
Invitation Email body	The text of the invitation email. The email also has the link to the form.
Email subject for copy	The subject of the emails with the signed documents that are sent when the form is completed: the email to the client and the archive email. You can add field values.
Email body for copy	The text of the email with the signed copy that is sent to the client.
Signed PDF file name	The name of the signed PDF file in these emails, without “.pdf”. You can add field values. Add #timestamp to add the date and time (for example 2026_11_05_14_30_00) and make the name unique. When it’s empty, the default file name is used.
Export XLSX	Adds an Excel (XLSX) file with the form data to the archive email, in addition to the JSON data file. Default: off.
Zip file password	Shown only for a template that sends the attachments of the archive email in one ZIP file. The password of the ZIP file. Leave it empty for no password.

Who gets the emails at the end

When the form is completed, Cellosign sends two emails:

Email	Who gets it	What’s attached
The email to the client	The email addresses the form was sent to, the values of email fields that have Client copy turned on, and, in a PDF template, the address the client entered (see Post signed PDF to client). Not sent when Send result email to client is off.	The signed PDF, and the uploaded files of fields that have Add file to client email at the end of the process turned on.
The archive email	The addresses in Email address to post when process is complete, and the agent and the addresses set in the project’s Messages settings.	The signed PDF, the form data (JSON, and XLSX when Export XLSX is on) and the uploaded files and images.

Client copy is a setting of Email fields. Add file to client email at the end of the process is a setting of File Upload and Image Upload fields.

Forms that are part of a process

When the template’s workflow is on, or the form is sent by a process, the form is part of a process:

• SMS text when process is complete isn’t sent, and the Templates Sequence doesn’t run.
• The emails at the end are sent by the process.

Add field values to a text

In Description, SMS text when process is complete, Email subject for copy, Signed PDF file name and Reminder text, you can add the value of a field:

1. Type @. A list of the template’s fields opens.
2. Click the field. Its ID is added after the @, for example @first_name.

When the message is sent, @first_name is replaced with the value of the field. Leave a space after the field ID. The list shows text, number, date, email, list of values and auto date fields.

Reminders

Reminders are sent before the form expires, to remind the recipient to fill it in. The form expires after Expiration, in hours, on the Information Security tab.

1. Turn on Remind about the expiration of the form. Reminder 1 is added.
2. Set up the reminder (see the table below).
3. To send more reminders, click Add Reminder for each one.

Setting	What it does
Send with link	Adds the link to the form to the reminder. Default: on.
Remind before (minutes)	How many minutes before the form expires to send the reminder. At least 1. Default: 15.
Destination	Who gets the reminder. Select one or more: Current (the addresses the form was sent to), a text, number, phone or email field of the form (its value is used), or, when the workflow is on, a recipient. You can also type an email address or a phone number and press Enter. Default: Current.
Reminder text	The text of the reminder. You can add field values.

• A reminder is sent by SMS to a phone number and by email to an email address.
• The reminders are scheduled when the transaction is created. A reminder whose time has already passed is not sent.
• To delete a reminder, click Delete on it. Delete is shown when there are at least two reminders.
• Turning off Remind about the expiration of the form deletes all the reminders.

Data tables in emails

Shown only when email tables are included in your organization’s plan.

You can add tables with the values of fields to the body of the emails that are sent when the form is completed.

1. Turn on Export data to archive email. Table 1 is added.
2. Set up the table (see the table below).
3. To add more tables, click Add Table.

Setting	What it does
Title table	The title shown above the table.
Recipient target	Which email gets the table: Client (the email to the client), Agent (the archive email) or Both. Default: Both.
Select fields to display	The fields in the table. Type part of a field’s description, ID or type to find it. The list shows phone, email, number, text, radio, checkbox, list of values and date fields.
Show empty fields	Also shows the fields that have no value. Default: off.

To delete a table, click Delete on it. Turning off Export data to archive email deletes all the tables.