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Create new template

Pressing the buttonImage Added a modal window opens, allowing the creation of a new template.

The modal screen consists of two tabs: detail and preview. 

• Detail: Tab where the template is configured, with the following data Template type, identifier, content and variables (system and user).
• Preview: Tab where the user checks if the configuration is correct, before sending the template for approval. It is necessary to save the template data before going to the preview tab.

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• Template Type : This selection field allows the user to select the type of template, this type informs about the use that will be given to the email generated with the template. The types of templates that a user can select are the following:
  
  • SignatureRequest (SignatureRequest): For signature request emails sent to EviSign signers.
  • Final Notification (FInalNotification): For final notification emails sent to signatories of an EviSign.
  • Progress (Progress): For email communications that inform the signer and sender about the progress of an EviSign (Rejections, Signatures, Expirations).
  • SignatureReminder (SignatureReminder): For signature reminder emails.
  • Notification Template (NotificationTemplate): To customize EviNotice notification e-mails
• Template identifier: This field allows the user to set an identifier to the template, this identifier is necessary to inform to make use of the template, for a site there cannot be two equal identifiers.
• Template content: This field is where the user will create the communication template, this template will be defined with HTML, and may include Liquid programming language content.
• Variables: The content of templates can contain variables, which during output can be reported by assigning them a value. There are two types of variables
  
  • Environment variables: These are variables that are currently used by the environment to compose a template, these variables contain specific data of the issued evidence. See more details of this type of variables in the section "Template variables".
  • User variables: These variables are created by the user when creating the template. They are used within the template content to report data that system variables can report. 

Once the user has selected the type of template, entered an identifier, configured the content of the template with the appropriate variables, the result can be previewed by pressing the save button. Image Added.

In the preview screen, a Grid will appear, with the mandatory system variables for that type of template and the user variables that have been previously configured. Next to these variables a text box allows you to edit values to see how the result would look like when rendering the template. 

To view the template, the user must click on the preview button. Image Added. At this point the system will render the HTML of the content, replace the variables with the test values and display it on the screen.

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At this point the user can decide whether to make any further modifications to the template or "Request Approval".  Pressing the button Image Added a validation process starts in which there will be an automatic validation and a manual validation.

• Automatic validation: The system checks that the content of the template is correctly configured, that the mandatory system variables have been used for that type of template, and that no non-allowed components are being used (see restricted components).
• Manual validation: Our support staff checks in an exhaustive way, supported by documentation, that the content of the template is in accordance with the type of template selected. Once the template has been checked and found to be correct, the support staff approves the template and it becomes active.

Delete template

A template can be deleted when it is in draft or deactivated status, in the case of deactivated status it can only be deleted when a period of two months has passed, as this is the maximum life time of an EviSign.

• Draft: A template can be deleted as long as it is in draft status. To do so, it can be deleted directly from the Grid by clicking on the icon Image Added of the template or by going to edit template Image Added  and pressing the delete button Image Added

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• Deactivated: A deactivated template can only be deleted when it has been deactivated for a period of two months. A template can be deleted from the Template Grid, by clicking on the iconImage Added or within the detail of the same Image Added, by pressing the button Image Added

State flow of a template

A linear diagram of the states through which a template can pass is shown below.

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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
    language xml title Ejemplo 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

Guía de buenas prácticas para crear una plantilla

Para crear una una nueva plantilla y que sea aprobada, es conveniente tener en cuenta los siguientes aspectos:

• Evitar exceso de imágenes: El uso excesivo de imágenes puede afectar la capacidad de la plantilla de carga en el correo electrónico, lo que a su vez puede disminuir la tasa de apertura. Por lo tanto, se recomienda tener un número limitado de imágenes y mantener su tamaño bajo control. En cuanto a la solicitud de convertir las imágenes a "inline" en base64, esto ayuda a reducir el tamaño total del correo electrónico, lo que facilita la carga y la renderización del mismo.

  • Convertir ‘inline’ (en base64) las imágenes para reducir la carga de la renderización.

    Code Block
    language xml title Ejemplo imagen base 64 inline
    <html> <body> <h1>Bienvenido</h1> <img src="data:image/png;base64,iVBORw0KGgoAAAANSUhEUgAAADIA..." alt="imagen"> <p>Este es un ejemplo de correo electrónico con una imagen.</p> </body> </html>

  • Las plantillas no deben contener más de 3 imágenes.
  • La suma de las imágenes y el contenido no debe superar el tamaño de archivo de 1MB.
• Componentes restringido: El siguiente contenido no se podrá usar en las plantillas para evitar que los gestores de correo bloqueen los correos electrónicos por sospechas.
  • javascript
  • gifs animados (siempre que sea posible)
  • <iframe>
  • audio incrustado
  • vídeo incrustado
  • formularios

• Enlaces sospechosos: No se debe hacer uso de enlaces sospechosos en la plantilla.

• Texto apropiado para el tipo de notificación de la plantilla:  Es importante que el texto de la plantilla sea claro, conciso y apropiado para el tipo de plantilla que se esta creando.  Debe ser fácil de entender y no generar confusión para el destinatario. A continuación se detallan los distintintos tipos de plantilla separados por producto:
  • EviSign 
    • Solicitud de firma/Recordatorio de firma: El texto debe hacer referencia a la solicitud de una firma por parte del emisor.
    • Notificación final: El texto debe ser claro indicando que es una notificación final del proceso de firma, donde se dan las pautas para obtener los Affidavits.
      • Texto que indica que es una notificación final
      • Pasos para el acceso a las evidencias generadas
      • Enlace a las evidencias generadas.
      • Debe contener las variables obligatorias para este tipo de plantilla. 
    • Progreso: Mediante uso de código de programación Liquid, se puede usar este tipo de plantilla para comunicar los siguientes estados (Rechazado, Firmado, y Expirado)
      • Rechazado: El texto debe ser claro informando que ha habido un rechazo del documento principal por uno de los firmantes. Debe contener las variables obligatorias para este tipo de plantilla. 
      • Firmado: El texto debe ser claro informando que ha habido una aceptación del documento principal por uno de los firmantes. Debe contener las variables obligatorias para este tipo de plantilla. 
      • Expirado: El texto debe ser claro informando que un proceso de firma ha expirado sin ser firmado. Debe contener las variables obligatorias para este tipo de plantilla.

• Texto que evite ser catalogado como spam o sospechoso de phising: Para evitar ser etiquetado como spam, es importante utilizar un lenguaje claro y sencillo en el contenido de los correos electrónicos, y evitar el uso excesivo de palabras sospechosas o sensacionalistas. Además, es importante no utilizar palabras que puedan engañar a los destinatarios para que abran el correo electrónico, ya que esto puede ser considerado como prácticas de phishing o engañosas.

• El botón de firma debe estar visible para el firmante: En el caso de EviSign y el tipo de plantilla solicitud de firma, el botón de acceso al proceso de firma debe estar claramente visible para el destinatario, de modo que pueda identificar fácilmente cómo proceder con la firma. El botón debe tener un enlace que se establece con variables de sistema.

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• • 
    

  • 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.

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• 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

  Debe aparecer el enlace al proceso de firma: En el caso de EviSign y el tipo de plantilla solicitud de firma,además del botón de firma también es obligatorio que aparezca el enlace de acceso al proceso de firma. Este enlace se establece mediante el uso de variables de sistema.

  Debe aparecer texto con la política GDPR:  Este texto debe mencionar que Evicertia actuará como Responsable de tratamiento en comunicaciones directas a notificados y/o firmantes. El texto debe ser algo similiar al siguiente:

  Code Block
  language xml title GDPR
  Evicertia esis una servicioservice deof EVICERTIA S.L. (NIF ESB86021839) quethat comoas prestadora decertification serviciosservice de certificaciónprovider, asumeassumes elthe rolrole deof tercerotrusted dethird confianzaparty, segúnaccording to lasthe exigenciasrequirements deof lathe normativaEuropean europeaand yLatin latinoamericanaAmerican vigenteregulations enin materiaforce deregarding comercioelectronic ycommerce firmaand electrónicossignature. Evicertia estáis gestionadamanaged porby auditorescertified certificadosauditors yand expertosexperts enin seguridadcomputer informáticasecurity, quewho leprotect protegenit comoas testigosindependent independienteswitnesses deof lasthe comunicacionescommunications yand declaracionesdeclarations deof voluntadwill quethat seare realizanmade a través de ellathrough it. Evicertia hahas recibidobeen elrecognized reconocimientoas delegally pruebavalid conevidence validezby legalthe porSupreme elCourt Tribunalof Supremo deSpain España (autocassation deorder casación deof 21/03/2013 númno. 855/2010 deof lathe Sala1st 1ªChamber). EVICERTIA S.L. leinforms informayou quethat susyour datospersonal personalesdata hanhave sidobeen obtenidosobtained athrough travésthe delissuer emisorof dethis estaelectronic comunicacióncommunication/notificaciónnotification electrónicaand ywill quebe seránprocessed tratadosfor conthe lasole únicapurpose finalidadof demaking poneravailable ato suyou disposiciónthe losdocuments documentosissued emitidosby porthe elissuer emisorfor parasignature suor firmanotification, oobtaining notificación,evidence obtenerof evidenciasthe delprocess procesoand ykeeping conservarlasthem durantefor elthe plazocontractual contractualand ylegally legalmenteestablished establecidoterm. ElThe destinatariorecipient puedemay ejercitarexercise sushis derechosrights dirigiendoby unwriting escritoto a support@evicertia.com, indicandoindicating enin lathe referenciareference “Protección de Datos”"Data Protection". PuedeAdditional consultarinformation informaciónabout adicionalyour sobrerights susor derechosthe oprocessing elof tratamientoyour dedata susis datosavailable enat https://www.evicertia.com/en/privacy-policy. Asimismo, puede dirigirse a la autoridad nacional si considera que sus derechos han sido vulnerados. Igualmente, puede obtener más información del servicio en la webYou 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. EsteThis mensajemessage vais dirigido,addressed deexclusively manerato exclusiva,the aaddressee suand destinatario,may ycontain puedeconfidential contenerinformation informaciónand/or confidencialinformation y/osubject sujetato aprofessional secreto profesionalsecrecy, cuyathe divulgacióndisclosure noof estáwhich permitidais por ley. En caso de haber recibido este mensaje pornot permitted by law. If you have received this message in error, oor tienehave cualquierany dudaquestions sobreabout lathe seguridadsecurity delof proceso, le rogamos quethe process, deplease formanotify inmediata,us nosimmediately loby comuniqueemail medianteto correoour electrónicoattention remitido a nuestra atención en at support.evicertia.com oor porby correoemail electrónicoto a support@evicertia.com.

  This text can be composed with the help of environment variables for links and e-mail addressesEste texto se puede componer con ayuda de variables de sistema para los enlaces y direcciones de correo electrónico.