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titleBest practice guide for creating a template

Best practice guide for creating a template

To create a new template and have it approved, the following aspects should be taken into account:

  • Avoid excessive images:  Excessive use of images can affect the ability of the template to load in the email, which in turn can decrease the open rate. Therefore, it is recommended to have a limited number of images and keep their size under control. As for the request to convert images to "inline" in base64, this helps to reduce the overall size of the email, which makes it easier to load and render the email.

    • Convert 'inline' (base64) images to reduce rendering overhead.

      Code Block
      languagexml
      titleEjemplo imagen base 64 inline
      <html>
  <body>
    <h1>Bienvenido</h1>
    <img src="data:image/png;base64,iVBORw0KGgoAAAANSUhEUgAAADIA..." alt="imagen">
    <p>This is an example of an e-mail with an image.</p>
  </body>
</html>


    • Templates must not contain more than 3 images larger than 48x48 pixels.
    • templates must not contain more than 8 images smaller than 48x48 pixels (usually used for social network icons). 
    • The sum of images and content must not exceed a file size of 1MB.
  • Restricted components: The following content cannot be used in templates to prevent mail managers from blocking emails on suspicion.
    • javascript
    • animated gifs (whenever possible)
    • <iframe>
    • embedded audio
    • embedded video
    • forms.

  • Suspicious links: Suspicious links should not be used in the template.

  • Appropriate text for the type of notification of the template:  It is important that the template text is clear, concise and appropriate for the type of template being created.  It should be easy to understand and not confusing to the recipient. Below are the different types of templates separated by product:
    • EviSign 
      • Signature Request/Signature Reminder:
        • The text should refer to the issuer's request for a signature.
        • It must contain the mandatory variables for this type of template. 
      • Final Notification: The text must be clear that it is a final notification of the signing process, where the guidelines for obtaining the Affidavits are given..
        • Text indicating that it is a final notification.
        • Steps for accessing generated evidence
        • Link to the evidence generated.
        • It must contain the mandatory variables for this type of template. 
      • Progress: Using Liquid programming code, this type of template can be used to communicate the following statuses (Rejected, Signed, and Expired)
        • Rejected: The text must be clear informing that there has been a rejection of the main document by one of the signatories. It must contain the mandatory variables for this type of template. 
        • Signed: The text must be clear informing that there has been an acceptance of the main document by one of the signatories. It must contain the mandatory variables for this type of template. 
        • Expired: The text must be clear informing that a signature process has expired without being signed. It must contain the mandatory variables for this type of template.
    • EviNotice
      • Notification Template:
        • Text stating that a notification has been sent and that the recipient can access it from a button or link.
        • It must contain the mandatory variables for this type of template. 

  • Text that avoids being labeled as spam or suspected of phishing: To avoid being labeled as spam, it is important to use clear and simple language in the content of emails, and avoid excessive use of suspicious or sensationalist words. In addition, it is important not to use words that may trick recipients into opening the email, as this may be considered phishing or deceptive practices.

  • The signature button (read document) must be visible to the signer: In the case of EviSign and the signature request template type, the signature process access button must be clearly visible to the recipient, so that they can easily identify how to proceed with the signature. The button must have a link that is set with system variables.

  • The link to the signature process should appear: In the case of EviSign and the signature request template type, in addition to the signature button it is also mandatory that the access link to the signature process appears. This link is established by using system variables.

  • GDPR policy text must appear:  This text should mention that Evicertia will act as Data Controller in direct communications to Notifyes and/or Signatories. The text should be something similar to the following:

    Code Block
    languagexml
    titleGDPR
    Evicertia is a service of EVICERTIA S.L. (NIF ESB86021839) that as a certification service provider, assumes the role of trusted third party, according to the requirements of the European and Latin American regulations in force regarding electronic commerce and signature.
Evicertia is managed by certified auditors and experts in computer security, who protect it as independent witnesses of the communications and declarations of will that are made through it.
Evicertia has been recognized as legally valid evidence by the Supreme Court of Spain (cassation order of 21/03/2013 no. 855/2010 of the 1st Chamber).
EVICERTIA S.L. informs you that your personal data have been obtained through the issuer of this electronic communication/notification and will be processed for the sole purpose of making available to you the documents issued by the issuer for signature or notification, obtaining evidence of the process and keeping them for the contractual and legally established term. The recipient may exercise his rights by writing to support@evicertia.com, indicating in the reference "Data Protection". Additional information about your rights or the processing of your data is available at https://www.evicertia.com/en/privacy-policy. You can also contact the national authority if you consider that your rights have been violated. You can also obtain more information about the service on the website: www.evicertia.com.
This message is addressed exclusively to the addressee and may contain confidential information and/or information subject to professional secrecy, the disclosure of which is not permitted by law.
If you have received this message in error, or have any questions about the security of the process, please notify us immediately by email to our attention at support.evicertia.com or by email to support@evicertia.com.

    This text can be composed with the help of environment variables for links and e-mail addresses.


Configure site default templates

The default site templates are templates that will be used by the application in case there is no explicit mention of a specific template when submitting an EviSign or EviNotice.

To configure a default site template, nomenclature rules must be followed in the template identifier. It is possible to configure templates by general default or by language.

Note: In case of not configuring this type of templates and not explicitly mentioning a template in the submission, the system will use the default templates of the platform.

Expand
titleConfigure site default templates
LanguageEviSignEviNoticeDescription
DefaultEviSign:Email:SignatureRequest:Legacy:Default
EviSign:Email:SignatureReminder:Legacy:Default
EviSign:Email:FinalNotification:Legacy:Default
EviSign:Email:ProgressNotification:Legacy:Default		EviNotice:Email:NotificationTemplate:Legacy:DefaultThis template configuration will be used in case you do not have a default site template of the communication language selected in the shipment.
EnglishEviSign:Email:SignatureRequest:Legacy:en
EviSign:Email:SignatureReminder:Legacy:en
EviSign:Email:FinalNotification:Legacy:en
EviSign:Email:ProgressNotification:Legacy:en		EviNotice:Email:NotificationTemplate:Legacy:enThis template configuration will be used in case you have configured a default site template for communication language in English.
SpanishEviSign:Email:SignatureRequest:Legacy:es
EviSign:Email:SignatureReminder:Legacy:es
EviSign:Email:FinalNotification:Legacy:es
EviSign:Email:ProgressNotification:Legacy:es		EviNotice:Email:NotificationTemplate:Legacy:esThis template configuration will be used in case you have configured a default site template for communication language in Spanish.
CatalanEviSign:Email:SignatureRequest:Legacy:ca
EviSign:Email:SignatureReminder:Legacy:ca
EviSign:Email:FinalNotification:Legacy:ca
EviSign:Email:ProgressNotification:Legacy:ca		EviNotice:Email:NotificationTemplate:Legacy:caThis template configuration will be used in case you have configured a default site template for communication language in Catalan.
DeutschEviSign:Email:SignatureRequest:Legacy:de
EviSign:Email:SignatureReminder:Legacy:de
EviSign:Email:FinalNotification:Legacy:de
EviSign:Email:ProgressNotification:Legacy:de		EviNotice:Email:NotificationTemplate:Legacy:deThis template configuration will be used in case you have configured a default site template for communication language in Deutsch.
FrenchEviSign:Email:SignatureRequest:Legacy:fr
EviSign:Email:SignatureReminder:Legacy:fr
EviSign:Email:FinalNotification:Legacy:fr
EviSign:Email:ProgressNotification:Legacy:fr		EviNotice:Email:NotificationTemplate:Legacy:frThis template configuration will be used in case you have configured a default site template for communication language in French.
ItalianEviSign:Email:SignatureRequest:Legacy:it
EviSign:Email:SignatureReminder:Legacy:it
EviSign:Email:FinalNotification:Legacy:it
EviSign:Email:ProgressNotification:Legacy:it		EviNotice:Email:NotificationTemplate:Legacy:itThis template configuration will be used in case you have configured a default site template for communication language in Italian.
PortugueseEviSign:Email:SignatureRequest:Legacy:pt
EviSign:Email:SignatureReminder:Legacy:pt
EviSign:Email:FinalNotification:Legacy:pt
EviSign:Email:ProgressNotification:Legacy:pt		EviNotice:Email:NotificationTemplate:Legacy:ptThis template configuration will be used in case you have configured a default site template for communication language in Portuguese.
RomanianEviSign:Email:SignatureRequest:Legacy:ro
EviSign:Email:SignatureReminder:Legacy:ro
EviSign:Email:FinalNotification:Legacy:ro
EviSign:Email:ProgressNotification:Legacy:ro		EviNotice:Email:NotificationTemplate:Legacy:roThis template configuration will be used in case you have configured a default site template for communication language in Romanian.
Expand
titleVariables

Variables in templates

The variables are divided into environment and user variables.

Environment variables:

These are variables that the application has configured and that obtain their value from sent evidence data or from global data that are shared by all the sites of the platform.

Leyenda

Optional, can be added, not mandatory. 

Required. It is mandatory to add in this type of template


Not available. Not available for this type of template




EviSign template typeEviNotice template type
Variable nameDescription Signature requestFinal notificationProgressRemindersNotification
{{Subject}}EviSign Subject





{{Issuer}}Issuer name






{{PartyName}}Name of signer, reviewer or interested party




{{PartyEmail}}Participant's email




{{SupportEmail}}Evicertia support team email address




{{ServiceName}}Name of the service established on the platform




{{ServiceLegalName}}Name / company name of the service defined in the platform




{{ServiceLegalId}}Service identifier defined in the platform




{{ServiceUrl}}Website of the service defined in the platform




{{ServiceLogoUrl}}Link to the platform logo




{{ServiceLogo}}Platform logo in base 64 for use as img inline




{{SupportUrl}}Support web page defined in the platform




{{GDPRUrl}}GDPR policy web page defined in the platform.




{{DeliveryUrl}}Url to access the signature process




{{InfoText}}Text reported by web service




{{ReminderNumber}}Signature request retry number




{{SubmittedOn}}Date of issue




{{OwnerFullName}}Full name of the issuing user




{{OwnerName}}Name of the issuer user




{{OwnerEmail}}Email address of the issuing user




{{IssuerLogoHtml}}Html tag (<Image>) with embedded logo




{{LegalTermsUrl}}Url of where to find the legal terms 




{{AdditionalInfo}}Text information whether a reminder or not




{{ActionName}}Informs whether the e-mail is a Signature or a Validation e-mail.




{{PartyDisplayName}}Variable containing the full name of the recipient




{{UnsubscribeUrl}}Url where to perform the unsubscribe process




{{EvidenceUrl}} Url de acceso a los documentos generados durante el proceso de firma




{{Outcome}}Reports the final result of the evidence (signed, rejected, expired...)




{{State}}Reports the status of the evidence (Sent, Received, Signed...)




{{PartyRole}}Informs the role of the recipient of the mail (interested party, reviewer or signer).




{{Recipient}}Name of the recipient of the notification




{{RecipientEmail}}Email of notification recipient




{{ActionText}}Text appearing on the button to access the notification content




{{Language}}Notification language




{{CopyrightDate}}Platform copyright date




{{CertificationLevel}}Appearance of the notification 




{{CbUrl}}Url that communicates the opening of a notification.




User variables:

They are variables that the user declares during the creation of the template. These variables can be used in the content of the template you are creating and when using the template via web service the variables and their value are reported.

These variables can only be created at template design time, when the template is in draft state. In the detail tab at the bottom there is initially a table of variables. Pressing the button  a row is added to the Grid allowing you to enter a user variable, to define a user variable you must configure:

  • Variable : Variable name, to be used in the content and in the call to the Web Service.
  • Value: A default value should be set, so that the site administrator user and the support team person can preview the result.Requerido: Este check indica si la variable debe ser informada siempre. 
    • True: Must be reported in each request
    • False: It is not mandatory to report on every request.

To delete a variable entered by mistake or for any other reason, click on the icon  that appears in the Grid line corresponding to the variable to be deleted.


 Once the variables have been declared, they can be used in the HTML content of the template. In order to distinguish user variables from system variables, the variable name must contain the preface variables and be between keys {{}}, e.g:

  • We declare the variables PostalAddress, PostalCode and we want to make reference to them in the content, for this in the part of the content that interests to introduce the postal code we would write {{variables.PostalCode}}  and in the part where you want to enter the postal address type  {{variables.PostalAddress}}.

The following is a small example using system and user variables.

Code Block
languagexml
titleexample user variable
<html>
<head>
</head>
<p>Request for signature of <b>{{Issuer}}</b> , about <b>{{Subject}} </b></p>
<table><tr><td>Signer name: </td><td>{{Signer}}</td></tr></table>
<table><tr><td>Signer Address: </td><td><b>{{variables.PostalAddress}}</b> CP: {{variables.PostalCode}} </td></tr></table>
<a href="{{DeliveryURL}}" class="buttonread">Sign documentation</a>
</html>


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