QCDS Email Templates: Complete Eight-Template Overview

Each QCDS sender has one authoritative set of eight user-facing email templates. Built-in defaults are available immediately; a sender can save personal overrides, and QCDS freezes the effective source set into each Request so later edits do not rewrite that Request's messaging evidence.

The Eight Current Templates

  • Signer Invitation: sent when a signer is invited to review and sign a Request.
  • Signer Reminder: sent when an unsigned Request reminder is delivered to a signer.
  • Request Cancelled: sent when the sender cancels an active Request.
  • Request Completed: sent after all required parties complete; the finalized PDF is attached.
  • Request Resent: used when an already completed document is resent.
  • Identity Verified: sent after required Identity Verification succeeds.
  • Identity Failed: sent after an Identity Verification attempt fails.
  • Identity Unavailable: sent when required Identity Verification is temporarily unavailable.

Where to Manage Them

Open the QCDS frontend Email Templates page. The table shows Template, Subject, Format, Published state, and actions. A row identifies whether it is a Personal override or the Built-in default.

Email Templates are personal to the sender, not Joomla Administrator global message text. Access uses the same sender permission boundary as creating Requests.

Built-In Default vs Personal Override

Until you save a personal row, QCDS uses the built-in template for that key. A saved personal override can be Published Yes or No. If the personal row is unpublished, the Request freeze process deliberately substitutes the built-in default rather than the inactive personal content.

Each editor supports Subject, required Plain-text message, Useful tokens, and either Built-in HTML from Plain Text or Custom HTML. Custom HTML is sanitized before storage/use.

One Authored Source Set, Then Translation

QCDS no longer expects a separate editable template copy for every recipient language. It chooses one authoritative source-language set for the sender/workspace, freezes that set into the Request, and translates the frozen source to the recipient's resolved language when needed.

Older multilingual personal-template rows are preserved for upgrade safety. When old data contains several language sets, QCDS chooses the most complete customized set as the current source, preferring the current frontend language on a tie and then the most recently edited set.

Request History Stays Stable

Once a Request freezes its template source, later edits to the sender's live Email Templates affect future Requests, not the already-sent Request. This keeps transaction-specific wording tied to the same immutable Request context as the rest of the signing evidence.

Community Discussion

Want to compare workflows, share practical tips, or discuss how you use this QCDS feature? Visit the QC Digital Signature Community. For private support, bug reports, account-specific issues, or feature requests, use the QuantaCade support system.