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Email Template Management and Department Assignment

Explains how to manage email templates and assign them to departments in Foxit eSign.

Answer

https://foxitpdf-my.sharepoint.com/:w:/g/personal/niket_choudhary_foxitsoftware_com/EZhXewAVHJhDgsyFATpe6hgBHTnMum9-Cd-Sd9O1lL_Qfg?e=XYXVfrThis guide walks through the process of creating, managing, and assigning email invitation templates for departmental use. This feature allows administrators to set default invitation email templates at the department level, ensuring consistency in communication and controlling template visibility across the organization.

 

Features and Functionalities

1.1 Creating Email Templates

Admins can create invitation templates in the email template section, with options to define template accessibility. Template Types:

Default Types: Can be set as the main template for a department or company-wide use





      • Company-Wide Template: Accessible to all users across the organization




  • Restricted Template: Accessible to all users across the organization

 

Note: In this screenshot, the Brand B logo has been selected as the default template. This template will appear as the default option during the singing/sending flow.

  • Selection Rules:
    • If Company-Wide is selected, the template is universally visible.
    • If Restricted is chosen, it is only visible within specified departments.

Note: The "Selection Rule" options will appear only if the Department Feature is enabled for the account.

1.2 Managing Email Template and Access Control

Admins can manage access to templates through department settings, where they can set a default template and control visibility.



  • Assign Department Default Template: From the dropdown list of available templates (including all restricted and company-wide), select one default template per department.
  • Visibility Control:
    • Mark templates as visible within a department via checkboxes next to each template’s name.
    • Each template will display either "Restricted" or "Company-Wide" to identify access type.

Note: Only one default template can be assigned per department and is automatically set as visible

1.3 Initial Settings for New Departments

When a new department is created:

  • The Company Default Invitation is automatically assigned as the default template.
  • All Restricted Templates are initially set to "Not Visible."
  • All Company-Wide Templates are set to "Visible."
Using Email Templates

2.1 Sending Invitation Emails

When a user from a specific department initiates a signing invitation, they will see the department’s default template pre-selected on the invitation email screen. If the user is not assigned to a department, the company default template will appear.

  • Template Selection Rules:
    • For Department Users: Only templates visible within their department are displayed.
    • For Non-Department Users: Only company-wide templates are shown, with the company default selected.
3. Template Deletion Warning

If an admin deletes an email template:

· A warning message appears: "Warning: This Action is Irreversible and might impact department-specific templates."

· If the admin confirms deletion, the Company Default Email will automatically impact the deleted template in the departments where it was assigned.

· The deleted template will no longer appear in dropdown lists.