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# Notification Settings

The Notification Settings module configures the global email notification system, including the email service provider details, the specific events that trigger notifications, and reminders for certificate expiration.

Access this section by selecting **Notifications** from the sidebar. 
The settings are organized into three tabs: **Email Configuration**, **Notification Rules**, and **Certificate Reminders**.

The email address configured here will be displayed as the sender on all outgoing notifications.

## 1. Email Configuration (SMTP Configuration)

This tab is used to configure the external SMTP server details required for SignStation to send emails.

| Field | Description |
|-------|-------------|
| **SMTP Host** | The hostname or IP address of the SMTP server (e.g., smtp.gmail.com). |
| **SMTP Port** | The port number used to connect to the SMTP server (e.g., 587). |
| **SMTP Username** | The username credential for authenticating with the SMTP server. |
| **SMTP Password** | The password credential for authenticating with the SMTP server. |
| **From Email** | The email address displayed as the sender on all outgoing notifications. |
| **From Name** | The name displayed as the sender on all outgoing notifications (e.g., "Himanshu Kumar"). |
| **Reply To** | The email address that receives replies to system notifications. |

### Security and Activation

- **Use TLS encryption**: Toggle this option to encrypt the communication channel between SignStation and the SMTP server.
- **Enable email notifications**: Toggle this option on to globally activate all email notifications configured in the other tabs.

### Actions

- **Test Email**: Click to send a test email to verify the SMTP settings are correct.
- **Save Configuration**: Click to save the entered SMTP server details.

> **Tip**
>
> Always use the Test Email function after configuring SMTP settings to ensure emails are being sent correctly before enabling notifications system-wide.

## 2. Notification Rules

This tab controls which specific system events trigger an email notification. Each rule can be toggled on or off globally.

> **Warning — Important Setup Requirement**
>
> Before signing documents, ensure you have completed the following steps:
> 1. **Configure Email Settings**: First, set up your SMTP configuration in the Email Configuration tab
> 2. **Enable Notification Rules**: Then, enable the appropriate notification rules in this tab
> 
> For document signing notifications, make sure to enable the **Document Signed** notification rule (notification type: DOCUMENT_SIGNED). Without this configuration, documents will still be signed successfully, but no email notifications will be sent to users.

Following are the notification rules you can configure:

| Notification Rule | Description |
|-------------------|-------------|
| **User Created** | Toggles notifications when a new user account is successfully provisioned. |
| **User Deleted** | Toggles notifications when a user account is removed from the system. |
| **Document Signed** | Toggles notifications upon the successful completion of a document signing workflow. |
| **License Expiry Reminders** | Toggles notifications related to upcoming license expiration dates. |
| **License Expired** | Toggles notifications when a license has officially expired. |
| **Certificate Expired** | Toggles notifications when a configured certificate has officially expired. |

> **Info**
>
> Enable only the notifications that are relevant to your organization to avoid email overload for administrators and users.

## 3. Certificate Reminders

This tab configures the timing and recipients for notifications regarding upcoming certificate expiration.

### Certificate Expiry Reminders

This section defines the lead time for reminders:

- **Reminder Days**: Enter the number of days before expiration that the reminder email should be sent (e.g., entering "30" sends a reminder 30 days before expiration).
- Click **+ Add Reminder** to save the configured reminder period.

### Reminder Recipients

This section defines who receives the expiration notifications:

**Notify Roles:**
- Select the system roles (e.g., Admin, Certificate Manager) whose members should receive the certificate expiration reminders.

**Additional Email Recipients:**
- Enter specific email addresses in the input field and click the **+** button to add individual recipients who are not defined by a role.

**Action:** Click **Save Reminder Settings** to apply all configuration changes made on this tab.

> **Caution — Important**
>
> Ensure certificate expiry reminders are set with sufficient lead time to allow for certificate renewal and avoid service disruption.