Completion email attachments
When every signer on an envelope has finished, Subnoto sends a completion email to each signer and to the envelope owner (if they did not sign). These messages confirm that signing is done and include a secure link to open the envelope in Subnoto.
Team administrators can choose whether Subnoto also attaches PDF files to those emails: the audit proof, the final signed documents, or both. Settings apply to the whole team and take effect for envelopes that complete after you change them.
Who receives completion emails
Section titled “Who receives completion emails”| Recipient | When they get the email | |-----------|-------------------------| | Each signer | When the last required signature is collected | | Envelope owner | Same moment, but only if they were not a signer on that envelope |
Approvers, viewers, and other non-signer recipients do not receive completion emails. Everyone can still download files from Subnoto using the secure link or from the envelope view if they have access.
Default settings
Section titled “Default settings”| Setting | Default | What it does | |---------|---------|--------------| | Include proof document | On | Attaches the audit proof PDF to completion emails | | Include signed documents | Off | Attaches final signed PDFs and reference attachments (opt-in) |
The proof summarizes who signed, when, and how the process unfolded. Signed documents are the finished PDFs ready for archiving. Reference attachments are supporting files you added to the envelope that are not signable documents themselves.
Where to configure
Section titled “Where to configure”-
Open team settings
Sign in as a team administrator and go to Team settings (Settings → Configuration).
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Find Completion emails
In the sidebar, open the Completion emails section.
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Choose what to attach
Toggle Include proof document and Include signed documents. Each change is saved immediately.
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Review the security notice
When you enable Include signed documents, a warning explains that email providers can access attachment contents. Only turn this on if you accept that trade-off.
Include proof document
Section titled “Include proof document”When enabled (default), Subnoto attaches the audit proof PDF to each completion email. The proof is a tamper-evident summary of the signature process and is also stored in Subnoto after completion.
When disabled, completion emails still contain the secure link to view and download the proof from Subnoto, but no proof PDF is attached to the message.
Include signed documents
Section titled “Include signed documents”When enabled, Subnoto also attaches:
- Final signed PDFs for each signable document in the envelope
- Reference attachments you added to the envelope (supporting files that are not signed)
When disabled (default), completion emails contain the secure link only. Signers and the owner download signed PDFs from Subnoto after opening the link.
What recipients see in the email
Section titled “What recipients see in the email”Regardless of attachments, each completion email includes:
- A short message that all participants have signed
- A View document button linking to the envelope in Subnoto
- Optional team branding (logo and colors) if configured for your team
Attached PDFs appear as standard email file attachments when your team settings allow them.
Size and attachment limits
Section titled “Size and attachment limits”Completion emails with attachments are sent through email infrastructure that limits each message to:
- 50 MB total (email body plus all attachments)
- 10 attachments per email
If an envelope would exceed either limit, Subnoto still sends the completion email with the secure link and attaches as many files as fit, in this priority order:
- Audit proof PDF
- Signed signable documents
- Reference attachments
Files that do not fit are omitted from that email but remain available in Subnoto.
What does not change
Section titled “What does not change”- Proof documents are always generated and stored when an envelope completes
- Signed documents remain downloadable in Subnoto regardless of these settings
- Invitation, reminder, OTP, and other emails are not affected
- Senders can still use Download proof and Download document from the envelope view. See Tracking Completion
Troubleshooting
Section titled “Troubleshooting”Check the following:
- Confirm the relevant toggles are enabled in Team settings → Completion emails
- Settings apply only to envelopes that complete after you change them
- The envelope may have exceeded the 50 MB or 10 attachment limit - open the secure link in Subnoto to download all files
Solution:
- Only team administrators can open Configuration and change these options
- Ask a team admin to update the settings or grant you the appropriate role. See Team roles
Guidance:
- Keep signed documents off if you want files to stay inside Subnoto until recipients open the secure link
- Enable signed documents when recipients expect PDFs in their inbox and you accept that email providers can process attachment content
- The audit proof is on by default and is usually smaller and metadata-focused compared to full signed contracts
Summary: Team admins control completion email attachments under Settings → Configuration → Completion emails. Proof is attached by default; signed PDFs are opt-in. All files remain available in Subnoto even when they are not emailed as attachments.