QCDS Email Templates: Complete Eight-Template Overview

Current user-facing templates: Signer Invitation, Signer Reminder, Request Cancelled, Request Completed, Request Resent, Identity Verified, Identity Failed, and Identity Unavailable; explain when each is used.

This guide applies to All plans; sender and follows the accepted QC Digital Signature 2.0.7 implementation. Where older walkthrough language differs from the current interface or source behavior, use the current QCDS state as the authority.

Before You Begin

  • Verify Joomla itself can send mail before troubleshooting QCDS message templates.
  • Keep supported template tokens intact; QCDS protects/restores tokens during rendering and translation.
  • Remember that QCDS maintains one authoritative creator-authored source rather than asking you to maintain a separate editable copy for every language.

Step-by-Step Workflow

  1. Open the QCDS screen or record that owns the topic so you are reading the current state rather than an old screenshot or memory.
  2. Compare the visible state with the current 2.0.7 rules described in this guide.
  3. Identify whether the value belongs to global installation settings, one sender workspace, a reusable Template, or one immutable/sent Request.
  4. Make changes only at the layer that owns the behavior.
  5. Verify the result with a safe test and preserve historical Requests/evidence.

The Eight Current User-Facing Email Templates

  • Signer Invitation: Sent when a signer becomes active and receives the personal secure signing link.
  • Signer Reminder: Used for manual and automatic reminders to eligible incomplete signers.
  • Request Cancelled: Sent after the sender cancels an active unsigned Request.
  • Request Completed: Sent after the finalized Completed PDF is ready; the current completed document is attached.
  • Request Resent: Used when an already completed document is resent without regenerating the PDF.
  • Identity Verified: Signer-facing communication after required Identity Verification succeeds.
  • Identity Failed: Signer-facing communication after an Identity Verification attempt fails.
  • Identity Unavailable: Signer-facing communication when required Identity Verification is temporarily unavailable.

User-facing templates: Signer Invitation, Signer Reminder, Request

A Template is reusable document preparation. It stores the protected PDF source, field layout, assignments/properties, and published version used to start future Requests. Editing and publishing a later Template version does not rewrite Requests that were already sent. The Use action should be treated as the handoff from reusable preparation into one transaction-specific Request.

For QCDS Email Templates: Complete Eight-Template Overview, verify this behavior using the actual object involved rather than a generic assumption. A global administrator setting, a sender-workspace preference, a reusable Template, and a sent Request have different ownership and history rules. QCDS is intentionally designed so changes for future work do not silently rewrite the evidence of an already-sent transaction.

When each is used

A Template is reusable document preparation. It stores the protected PDF source, field layout, assignments/properties, and published version used to start future Requests. Editing and publishing a later Template version does not rewrite Requests that were already sent. The Use action should be treated as the handoff from reusable preparation into one transaction-specific Request.

For QCDS Email Templates: Complete Eight-Template Overview, verify this behavior using the actual object involved rather than a generic assumption. A global administrator setting, a sender-workspace preference, a reusable Template, and a sent Request have different ownership and history rules. QCDS is intentionally designed so changes for future work do not silently rewrite the evidence of an already-sent transaction.

How This Fits into the QCDS Workflow

QCDS resolves participant language at use time and can translate frozen creator-authored communication when needed. Historical deliveries keep their original evidence while later reminders or signer-page loads can use a Contact’s newly selected Preferred Language.

Treat translated communication as delivery-time presentation of a frozen creator source. That protects historical meaning and makes fallbacks deterministic if a translation provider cannot safely translate one message.

Verify the Result

  • A real test message leaves Joomla and arrives at the intended mailbox with the correct sender identity and format.
  • The Template validates and a new test Request renders the expected field/content behavior without changing older Requests.
  • Request Details shows the expected lifecycle, participant, Timeline, and delivery state after the action.
  • The Completed PDF/Package opens, preserves the signed source and evidence, and the Audit Trail remains readable.
  • Joomla Scheduled Tasks shows the relevant canonical QCDS task enabled with a sensible next execution time.

Common Mistakes to Avoid

  • Publishing before running Validate and resolving actual configuration problems.
  • Assuming a later Template edit will update a Request that was already sent.
  • Cancelling/recreating an otherwise valid Request just to repair one failed email address.
  • Leaving transient unsent work and expecting it to appear later as a persistent draft Request.
  • Troubleshooting QCDS message content before confirming Joomla itself can send mail.

Troubleshooting

  • If the email does not arrive, test Joomla mail, check QCDS delivery history, then distinguish authentication/connection problems from a rejected recipient address.
  • If the PDF preview or completed artifact fails, reproduce with a small known-good PDF and check QCDS Status/Scheduled Task health before changing field data.
  • If due work is late, confirm the canonical task is enabled and being triggered; a correctly defined task on a quiet Joomla site can still remain overdue without a reliable wake-up mechanism.
  • If the Request is partly successful, preserve it and repair the failed participant/delivery step. Successful links and recorded history should remain usable.

Operational Best Practice

Test meaningful changes with controlled data before relying on them in production. Keep QCDS, Joomla mail, Scheduled Tasks, and entitlement health observable; preserve successful Requests and completed evidence; and make the smallest change that solves the actual problem. For handoff or support, record the QCDS version, relevant Request/Template reference, the exact action taken, and the visible result without including secrets.

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.