Send email after customer signs

[Open eSignForms]

Question received by tech support:

I hope everyone is enjoying the holidays and is ready for the new year! I wanted to thank everyone there at Yozons who helped out with the installation. At this point everything appears to be working.

I just had the opportunity to drive around the installation and successfully implement our first esign form. After some research I was able to figure out most of what I was trying to do and I miraculously only have one question! I was wondering if there is any way to get notified via email when the sender has signed a document? I created a single document that resides at the link https://EXAMPLE.com/S/TermsofService We will provide this link to our clients in a canned response via our ticketing system so there is very little overhead. Instead of logging in and checking the esign system, we would like to receive notifications so we know we can move forward with data recovery efforts for our clients. We would greatly appreciate any information you can provide regarding this need. Thanks again for everything. You guys have been a pleasure to work with.

[Open eSignForms]

That's terrific that you've got your first document working.

You can send an email (and do other actions) by configuring "custom logic" on the package where your Terms of Service has been defined:

http://code.google.com/p/openesignforms/wiki/ProgrammingGuide#Customize_logic

And a bit later talks about sending an email:

http://code.google.com/p/openesignforms/wiki/ProgrammingGuide#Send_email_action

In your case, assuming that once the customer signs the terms it's done, you can just create a custom logic rule for the even "Transaction completed" (and leave the limit to documents or parties unselected), and then 'Add action' to create the email to send.  If there is more than one party involved, you can instead use "Party completed" and select the signing party so the email is sent only when that party is done.

Note that you can attach the signed document to the email, either in its native HTML or as a PDF file just be checking the option when configuring the send email action.

[Victor Congionti]

Thank you for getting back to me so quickly. I've attempted to do this however I'm limited in what I'm seeing in "add action." See my attachment for more detail.

[Open eSignForms]

Ah, you were configuring custom actions in the document itself, not in the package.  In general, custom actions for documents is much more limited as they apply to the document generically rather than a particular package of document(s).  Just look for the custom logic on the package instead of the document.

[Victor Congionti]

I've followed the directions to a T and have been attempting to figure this out for the last several hours. I'm not sure if the email settings weren't working as there were some recent changes on our server so I changed them to new email settings and still no luck. Frustration is starting to set in! I've attached various screenshots. Any other suggestions? Thank you!

[Open eSignForms]

What exactly do you mean by, "there were some recent changes on our server so I changed them to new email settings"?  What changed?

In general, when you run the transaction, you should be able to bring it up in a report (or the general transaction search), to list them all.  Then click on a row to view the details about that transaction.  There's an activity log that will show any errors/issues the system had, as well as an email log that will show any emails sent and any related bounces.

Your configuration looks correct from here.  Are you doing your programming in the mode TEST: Development?  If so, when you run test transactions, it'll look for test versions of packages, emails and documents.  If you are in PRODUCTION:Live mode, then it'll only work if all of those parts are in production mode (which we do not recommend until your testing shows it works correctly).

If you send us a login/password to your system, we can login and review what you've done (be sure to only send that to support AT yozons DOT com though, never in the forums!) and perhaps give better feedback.

[Open eSignForms]

I saw this posting.  We installed on your server and noted we could still access it, so we checked your email logs on the server and saw this error:

Dec 30 20:13:16 secure postfix/smtp[26778]: 8DC941042D7: to=<ser...@provendatarecovery.com>, relay=provendatarecovery.com[162.144.63.139]:25, delay=1.2, delays=0.07/0.01/1.1/0.03, dsn=5.0.0, status=bounced (host provendatarecovery.com[162.144.63.139] said: 550-Verification failed for <proven_4he699...@secure.provendatarecovery.com> 550-No Such User Here 550 Sender verify failed (in reply to RCPT TO command))

It appears that your inbound email server for @provendatarecovery.com (IP 162.144.63.139) bounced the email.  You may find it works better if you send to an email that is not already in your system (like if you have an @gmail.com or similar).  Your inbound email server is noting that the sending email address -- even though it's using @secure.provendatarecovery.com and not @provendatarecovery.com -- has part of your domain name is then apparently trying to validate that the user account exists.  We do not know how to fix that on your end, but your inbound email server should not be trying to verify the email user name for @secure.provendatarecovery.com as that's the esign server that will be sending/receiving emails that are related to the esign system. 

[Open eSignForms]

We also noted that the domain secure.provendatarecovery.com has SPF configured in the DNS TXT record, but it's not what we'd normally set it to, though it should work (if anything, it has entries that are not needed).

The current SPF setting is:
secure.provendatarecovery.com. 14400 IN TXT     "v=spf1 +a +mx +ip4:198.1.110.113 ~all"

It should be something more firm and restrictive like:
secure.provendatarecovery.com. 14400 IN TXT     "v=spf1 +a -all"

Normally, the esign server and it's email addresses are tied directly to each other and are distinct from your regular email.

Also, if you plan to send emails from secure.provendatarecovery.com using @provendatarecovery.com email addresses, you should set the SPF records for your normal email domain to give permission to the esign server, too.

Currently you have SPF on your regular domain name:
provendatarecovery.com. 14400   IN      TXT     "v=spf1 +a +mx +ip4:198.1.110.113 ~all"

It could include the secure server if set as (the second ip4 is the IP to secure.provendatarecovery.com):
provendatarecovery.com. 14400   IN      TXT     "v=spf1 +a +mx +ip4:198.1.110.113 +ip4:162.144.80.70 ~all"

On Monday, December 30, 2013 2:19:50 PM UTC-8, Open eSignForms wrote:

I saw this posting.  We installed on your server and noted we could still access it, so we checked your email logs on the server and saw this error:

Dec 30 20:13:16 secure postfix/smtp[26778]: 8DC941042D7: to=<service@provendatarecovery.com>, relay=provendatarecovery.com[162.144.63.139]:25, delay=1.2, delays=0.07/0.01/1.1/0.03, dsn=5.0.0, status=bounced (host provendatarecovery.com[162.144.63.139] said: 550-Verification failed for <proven_4he699crqx9buuwl11di@secure.provendatarecovery.com> 550-No Such User Here 550 Sender verify failed (in reply to RCPT TO command))

[Victor Congionti]

Thanks for your reply. I made the suggested changes and still am having issues with emails. 

[Open eSignForms]

We also noted that the domain secure.provendatarecovery.com has SPF configured in the DNS TXT record, but it's not what we'd normally set it to, though it should work (if anything, it has entries that are not needed).

The current SPF setting is:
secure.provendatarecovery.com. 14400 IN TXT     "v=spf1 +a +mx +ip4:198.1.110.113 ~all"

It should be something more firm and restrictive like:
secure.provendatarecovery.com. 14400 IN TXT     "v=spf1 +a -all"

Normally, the esign server and it's email addresses are tied directly to each other and are distinct from your regular email.

Also, if you plan to send emails from secure.provendatarecovery.com using @provendatarecovery.com email addresses, you should set the SPF records for your normal email domain to give permission to the esign server, too.

Currently you have SPF on your regular domain name:
provendatarecovery.com. 14400   IN      TXT     "v=spf1 +a +mx +ip4:198.1.110.113 ~all"

It could include the secure server if set as (the second ip4 is the IP to secure.provendatarecovery.com):
provendatarecovery.com. 14400   IN      TXT     "v=spf1 +a +mx +ip4:198.1.110.113 +ip4:162.144.80.70 ~all"

On Monday, December 30, 2013 2:19:50 PM UTC-8, Open eSignForms wrote:

I saw this posting.  We installed on your server and noted we could still access it, so we checked your email logs on the server and saw this error:

Dec 30 20:13:16 secure postfix/smtp[26778]: 8DC941042D7: to=<service@provendatarecovery.com>, relay=provendatarecovery.com[162.144.63.139]:25, delay=1.2, delays=0.07/0.01/1.1/0.03, dsn=5.0.0, status=bounced (host provendatarecovery.com[162.144.63.139] said: 550-Verification failed for <proven_4he699crqx9buuwl11di@secure.provendatarecovery.com> 550-No Such User Here 550 Sender verify failed (in reply to RCPT TO command))

[Victor Congionti]

I made the suggested changes and I'm still having issues. Even when changing the email settings back to the way they were set up during the installation. 

On Monday, December 30, 2013 6:06:56 PM UTC-5, Open eSignForms wrote:

We also noted that the domain secure.provendatarecovery.com has SPF configured in the DNS TXT record, but it's not what we'd normally set it to, though it should work (if anything, it has entries that are not needed).

The current SPF setting is:
secure.provendatarecovery.com. 14400 IN TXT     "v=spf1 +a +mx +ip4:198.1.110.113 ~all"

It should be something more firm and restrictive like:
secure.provendatarecovery.com. 14400 IN TXT     "v=spf1 +a -all"

Normally, the esign server and it's email addresses are tied directly to each other and are distinct from your regular email.

Also, if you plan to send emails from secure.provendatarecovery.com using @provendatarecovery.com email addresses, you should set the SPF records for your normal email domain to give permission to the esign server, too.

Currently you have SPF on your regular domain name:
provendatarecovery.com. 14400   IN      TXT     "v=spf1 +a +mx +ip4:198.1.110.113 ~all"

It could include the secure server if set as (the second ip4 is the IP to secure.provendatarecovery.com):
provendatarecovery.com. 14400   IN      TXT     "v=spf1 +a +mx +ip4:198.1.110.113 +ip4:162.144.80.70 ~all"



On Monday, December 30, 2013 2:19:50 PM UTC-8, Open eSignForms wrote:

I saw this posting.  We installed on your server and noted we could still access it, so we checked your email logs on the server and saw this error:

Dec 30 20:13:16 secure postfix/smtp[26778]: 8DC941042D7: to=<ser...@provendatarecovery.com>, relay=provendatarecovery.com[162.144.63.139]:25, delay=1.2, delays=0.07/0.01/1.1/0.03, dsn=5.0.0, status=bounced (host provendatarecovery.com[162.144.63.139] said: 550-Verification failed for <proven_4he699...@secure.provendatarecovery.com> 550-No Such User Here 550 Sender verify failed (in reply to RCPT TO command))

[Open eSignForms]

Because your server was recently set up, we'll continue this discussion via email.  Note that the esign system is sending the emails fine with the entries set as they were on installation.  It is your receiving email system that is rejecting it because it mistakenly believes it can relay email for @secure.provendatarecovery.com.  It should not as that server will handle all email to and from it, and your email system should not assume it has any knowledge of such email addresses/users.