How EffiSign Emails Are Sent

EffiSign sends emails when you request a document to be signed, when reminders are sent, and when signing notifications are triggered.

This article explains how these emails are sent, what recipients see, and recent improvements that help ensure better email delivery.

To improve reliability and prevent emails from being blocked or sent to junk folders, EffiSign now sends all signing emails from a dedicated Effi address.

Emails are now sent from:
sign@effi.com.au

This address is verified for secure delivery, which helps ensure signing requests reach your recipients successfully.

However, your email address is still included so recipients can easily reply to you.

Example

When your client receives a signing request, it will look like this:

From:
John Smith via EffiSign sign@effi.com.au

Reply-To:
john@clientcompany.com.au

What this means:

Your name and organisation are still visible to recipients
If they click Reply, the email goes directly to your inbox

This allows EffiSign to improve delivery while still keeping communication between you and your clients seamless.

Who This Change Does NOT Affect

If you are sending emails through:

Custom SMTP (your own mail server)
Gmail OAuth (a connected Google account)

Your emails will continue to send from your own email address, exactly as they did before.

No changes are required for these setups.

Recent Improvement: Email Delivery Issue Fixed

We recently fixed an issue that could prevent emails from sending in rare cases.

What Happened

If a user's profile name contained special characters, such as:

< or >

the email format could become invalid. When this happened, the email could fail to send without any notification.

Who Was Affected

Only users whose profile name contained < or > characters.

What’s Been Fixed

EffiSign now automatically cleans the sender name before sending the email.

The system will now:

Remove special characters such as < or >
Remove extra line breaks
Use your email address as the display name if your name becomes empty after cleaning

This ensures all signing emails send successfully.

What to Expect

Scenario	What Happens
Name contains `<` or `>`	Characters are removed and the email sends normally
Name contains line breaks	Line breaks are removed and the email sends normally
Name is blank	Your email address is used as the display name
Name is valid	Email sends normally with no changes
Custom SMTP or Gmail OAuth	No changes — emails send as before

FAQs

Will my clients see EffiSign?

Yes. Recipients will see your name along with “via EffiSign” in the sender line.

This helps identify that the document is being sent through EffiSign.

Will replies still go to me?

Yes.

When recipients reply to the email, the message will go directly to your inbox, not to Effi.

Can I send signing emails from my own domain?

Yes, if you are using:

Custom SMTP, or
Gmail OAuth

These options allow emails to send directly from your own email address.

Do I need to update my profile name?

No action is required.

EffiSign now automatically cleans any problematic characters before sending emails.

You can still update your profile name if you prefer.

Why were some emails failing before?

In rare cases, special characters in a sender’s name caused the email format to become invalid.

This has now been fixed, and EffiSign will automatically clean the sender name to prevent the issue.

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