Email Template Management

During the contract life cycle, users must email the stakeholders requesting various contract actions. For example, after a contract document is generated, the user must send the contract for review or for signature. The system also sends email notifications on pre-configured events. For all such email notifications, the system uses email templates to insert relevant content.

Email templates are pre-formatted email messages that help users send consistent emails. They include fixed layout, branding, and placeholders for dynamic content such as names, dates, links, etc., enabling you to customize email notifications without having to rewrite them.

Conga CLM provides default templates for these contract actions:


Action Category	Purpose
Contract Record Owner Change	To send an email to the contract's new owner (by user email address) after an ownership change (Change Owner action).
Contract Record Owner Change	To send an email to the contract's new owner (by user group email address) after an ownership change (Change Owner action).
Simple Review	To send an email to reviewers with documents attached for simple review (Send for Review action).
Simple Review	To send email reviewers that the documents' review cycle is finished.
Office 365 Review	To email reviewers when sending documents for Microsoft 365 review (Share as links) using the Send for Review action. Note: A Sharepoint link to the contract document is auto-inserted in the email sent to the reviewers, with supporting documents sent as email attachments.
	To email reviewers that the documents' review cycle is finished.
	To email reviewers that the documents' review cycle is canceled.
Send for Signature	To email the signers when documents are sent for wet signature.
	To email the signers when documents are sent for DocuSign eSignature.
	To email the signers when documents are sent for Adobe Sign eSignature.
	To email the signers when documents are sent for CongaSign eSignature.
Activate Contract	To email the internal or external stakeholders on contract activation. Note: The signed (executed) contract document is automatically attached to the email.
Contract Obligations	To email the obligation assignee for pending fulfillment. Note: This notification is sent seven days before the obligation due date.
	To email the obligation reviewer when the assignee submits an obligation for fulfillment.
	To email the obligation assignee and obligation reviewer when the reviewer accepts or rejects an obligation fulfillment record.
	To email the new assignee after changing obligation assignee in obligation fulfillment record.

To include information that is not included in the default email template, either:

Edit the default email template. For more information, see Managing Email Templates in Conga Advantage Platform for Administrators guide.
Create a new email template. For more information, see Creating Email Templates in Conga Advantage Platform for Administrators guide.

You can also set one of the templates as the default. When users initiate the action, that template is automatically selected. The users can change the template selection if needed.

Email Template Creation

You can create email templates and configure them as user defaults to optimize the content and messaging of your organization.

Contract users can also override default email templates and select a different available email template.

For more information, see Managing Email Templates in Conga Advantage Platform for Administrators guide.

You can configure default email templates for the following contract lifecycle actions:

Send for Review (simple review and Microsoft 365 review)

Send for Signature (wet signature)

Activate contract

Note: You can configure the default selection for email templates for the main action initiation event, i.e., the ones listed above. You cannot configure default email templates for secondary actions performed on the main events, i.e., cancel review, finish review, complete review, etc.

You must first create an email template with a Tag value. To configure the default email template, edit the email template and Default for Products value. The table below lists the Tag value and Default for Products value corresponding to each action category.


Action Category	Tag	Default for Products
Contract Record Owner Change	ContractRecordOwnerUserUpdate	Not applicable
Contract Record Owner Change	ContractRecordOwnerUserGroupUpdate	Not applicable
Simple Review	ContractSimpleReviewInitiate	contract_sendforreview_simple
Simple Review	ContractSimpleReviewCompletion	Not applicable
Office 365 Review	ContractOffice365ReviewInitiate	contract_sendforreview_o365
	ContractOffice365ReviewCompletion	Not applicable
	ContractOffice365ReviewCancellation	Not applicable
Send for Signature	WetSignature	contract_wetsignature
	DocuSignESignature	Not applicable
	AdobeSignESignature	Not applicable
	CongaSignESignature	Not applicable
Activate Contract	ContractActivate	contract_activate
Contract Obligations	ContractObligationDueReminder	Not applicable
	ContractObligationReview	Not applicable
	ContractObligationReviewCompleted	Not applicable
	ContractObligationDelegation	Not applicable

When you insert a tag in the Default for Products field, the + Create button is displayed along with the tag you inserted, for example, + contract_wetsignature. Click the +Create button to add the tag in the Default for Products list. Click the Default for Products field and select the tag you added to the list.

Note: You can add only a single Default for Products on a particular email template.

Once an email template has been configured with the appropriate values, users executing the corresponding action will be presented with the selected email template as a default. Users can still change the selection if needed.

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Email Template Management

Email Template Creation

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