Tailor signature certificate email copy for approvals

Store the per-signature email subject as text on the electronic_signatures
row at creation time, mirroring the consent_text pattern. The document
approval service sets "Your approved <Title> - Certificate of Completion";
other callers default to "Your signed <Name> - Certificate of Completion".
The certificate worker uses signature.email_subject as the email subject,
falling back to the default format when the column is empty.

Signed-off-by: Sacha Al Himdani <sacha@getprobo.com>

packages/emails/emails.go

@@ -219,7 +219,6 @@ const (
 	subjectTrustCenterAccess                 = "Compliance Page Access Invitation - %s"
 	subjectTrustCenterDocumentAccessRejected = "Compliance Page Document Access Rejected - %s"
 	subjectMagicLink                         = "Connect to %s"
-	subjectElectronicSignatureCertificate    = "Your signed %s - Certificate of Completion"
 	subjectMailingListSubscription           = "%s – Confirm Your Compliance Updates Subscription"
 	subjectMailingListUnsubscription         = "%s – You've been unsubscribed"
 	subjectMailingListUpdates                = "%s – %s"
@@ -525,25 +524,25 @@ func (p *Presenter) RenderMagicLink(ctx context.Context, magicLinkUrlPath string
 	return fmt.Sprintf(subjectMagicLink, organizationName), textBody, htmlBody, err
 }
 
-func (p *Presenter) RenderElectronicSignatureCertificate(ctx context.Context, signerName string, documentName string) (subject string, textBody string, htmlBody *string, err error) {
+func (p *Presenter) RenderElectronicSignatureCertificate(ctx context.Context, signerName string, documentName string, subject string) (textBody string, htmlBody *string, err error) {
 	vars, err := p.getCommonVariables(ctx)
 	if err != nil {
-		return "", "", nil, fmt.Errorf("cannot get common variables: %w", err)
+		return "", nil, fmt.Errorf("cannot get common variables: %w", err)
 	}
 
 	data := struct {
 		*CommonVariables
 		SignerName   string
 		DocumentName string
+		Subject      string
 	}{
 		CommonVariables: vars,
 		SignerName:      signerName,
 		DocumentName:    documentName,
+		Subject:         subject,
 	}
 
-	textBody, htmlBody, err = renderEmail(electronicSignatureCertificateTextTemplate, electronicSignatureCertificateHTMLTemplate, data)
+	return renderEmail(electronicSignatureCertificateTextTemplate, electronicSignatureCertificateHTMLTemplate, data)
-
-	return fmt.Sprintf(subjectElectronicSignatureCertificate, documentName), textBody, htmlBody, err
 }
 
 func (p *Presenter) RenderMailingListSubscription(ctx context.Context, organizationName string, confirmURL string, unsubscribeURL string) (subject string, textBody string, htmlBody *string, err error) {

packages/emails/src/ElectronicSignatureCertificate.tsx

@@ -21,13 +21,11 @@ import EmailLayout, {
 
 export const ElectronicSignatureCertificate = () => {
   return (
-    <EmailLayout
+    <EmailLayout subject={'{{.Subject}}'}>
-      subject={`Your signed ${"{{.DocumentName}}"} — Certificate of Completion`}
-    >
       <Text style={bodyText}>
-        Your <strong>{"{{.DocumentName}}"}</strong> has been signed
+        A Certificate of Completion for{" "}
-        electronically. A Certificate of Completion is attached to this email
+        <strong>{"{{.DocumentName}}"}</strong> is attached to this email as a
-        as a PDF document.
+        PDF document.
       </Text>
 
       <Text style={bodyText}>

packages/emails/templates/electronic-signature-certificate.txt

@@ -2,7 +2,7 @@
 
 Hi {{.RecipientFullName}},
 
-Your {{.DocumentName}} has been signed electronically. A Certificate of Completion is attached to this email as a PDF document.
+A Certificate of Completion for {{.DocumentName}} is attached to this email as a PDF document.
 
 The certificate contains a complete record of the signing event, including the integrity seal, timestamp, and audit trail.
 

pkg/coredata/electronic_signature.go

@@ -39,6 +39,7 @@ type ElectronicSignature struct {
 	FileID                         gid.GID                         `db:"file_id"`
 	SignerEmail                    string                          `db:"signer_email"`
 	ConsentText                    string                          `db:"consent_text"`
+	EmailSubject                   string                          `db:"email_subject"`
 	SignerFullName                 *string                         `db:"signer_full_name"`
 	SignerIPAddress                *string                         `db:"signer_ip_address"`
 	SignerUserAgent                *string                         `db:"signer_user_agent"`
@@ -85,11 +86,11 @@ func (es *ElectronicSignature) Insert(
 	q := `
 INSERT INTO electronic_signatures (
 	id, tenant_id, organization_id, status, document_type, document_name, file_id,
-	signer_email, consent_text, seal_version, attempt_count, max_attempts,
+	signer_email, consent_text, email_subject, seal_version, attempt_count, max_attempts,
 	created_at, updated_at
 ) VALUES (
 	@id, @tenant_id, @organization_id, @status, @document_type, @document_name, @file_id,
-	@signer_email, @consent_text, @seal_version, @attempt_count, @max_attempts,
+	@signer_email, @consent_text, @email_subject, @seal_version, @attempt_count, @max_attempts,
 	@created_at, @updated_at
 )
 `
@@ -103,6 +104,7 @@ INSERT INTO electronic_signatures (
 		"file_id":         es.FileID,
 		"signer_email":    es.SignerEmail,
 		"consent_text":    es.ConsentText,
+		"email_subject":   es.EmailSubject,
 		"seal_version":    es.SealVersion,
 		"attempt_count":   es.AttemptCount,
 		"max_attempts":    es.MaxAttempts,
@@ -187,7 +189,7 @@ func (es *ElectronicSignature) LoadByID(
 	q := `
 SELECT
 	id, tenant_id, organization_id, status, document_type, document_name, file_id,
-	signer_email, consent_text, signer_full_name, signer_ip_address,
+	signer_email, consent_text, email_subject, signer_full_name, signer_ip_address,
 	signer_user_agent, file_hash, seal, seal_version, tsa_token, signed_at,
 	certificate_file_id, certificate_processing_started_at,
 	attempt_count, max_attempts, last_attempted_at, last_error,
@@ -227,7 +229,7 @@ func (es *ElectronicSignature) LoadNextAcceptedForUpdateSkipLocked(
 	q := `
 SELECT
 	id, tenant_id, organization_id, status, document_type, document_name, file_id,
-	signer_email, consent_text, signer_full_name, signer_ip_address,
+	signer_email, consent_text, email_subject, signer_full_name, signer_ip_address,
 	signer_user_agent, file_hash, seal, seal_version, tsa_token, signed_at,
 	certificate_file_id, certificate_processing_started_at,
 	attempt_count, max_attempts, last_attempted_at, last_error,
@@ -265,7 +267,7 @@ func (es *ElectronicSignature) LoadNextCompletedWithoutCertificateForUpdate(
 	q := `
 SELECT
 	id, tenant_id, organization_id, status, document_type, document_name, file_id,
-	signer_email, consent_text, signer_full_name, signer_ip_address,
+	signer_email, consent_text, email_subject, signer_full_name, signer_ip_address,
 	signer_user_agent, file_hash, seal, seal_version, tsa_token, signed_at,
 	certificate_file_id, certificate_processing_started_at,
 	attempt_count, max_attempts, last_attempted_at, last_error,

pkg/coredata/migrations/20260515T140410Z.sql

@@ -0,0 +1,19 @@
+-- Copyright (c) 2026 Probo Inc <hello@getprobo.com>.
+--
+-- Permission to use, copy, modify, and/or distribute this software for any
+-- purpose with or without fee is hereby granted, provided that the above
+-- copyright notice and this permission notice appear in all copies.
+--
+-- THE SOFTWARE IS PROVIDED "AS IS" AND THE AUTHOR DISCLAIMS ALL WARRANTIES WITH
+-- REGARD TO THIS SOFTWARE INCLUDING ALL IMPLIED WARRANTIES OF MERCHANTABILITY
+-- AND FITNESS. IN NO EVENT SHALL THE AUTHOR BE LIABLE FOR ANY SPECIAL, DIRECT,
+-- INDIRECT, OR CONSEQUENTIAL DAMAGES OR ANY DAMAGES WHATSOEVER RESULTING FROM
+-- LOSS OF USE, DATA OR PROFITS, WHETHER IN AN ACTION OF CONTRACT, NEGLIGENCE OR
+-- OTHER TORTIOUS ACTION, ARISING OUT OF OR IN CONNECTION WITH THE USE OR
+-- PERFORMANCE OF THIS SOFTWARE.
+
+ALTER TABLE electronic_signatures
+    ADD COLUMN email_subject TEXT NOT NULL DEFAULT '';
+
+ALTER TABLE electronic_signatures
+    ALTER COLUMN email_subject DROP DEFAULT;

pkg/esign/completion_certificate_worker.go

@@ -271,7 +271,12 @@ func (h *completionCertificateHandler) generateCertificate(
 		docName = signature.DocumentType.DisplayName()
 	}
 
-	subject, textBody, htmlBody, err := emailPresenter.RenderElectronicSignatureCertificate(ctx, ref.UnrefOrZero(signature.SignerFullName), docName)
+	subject := signature.EmailSubject
+	if subject == "" {
+		subject = fmt.Sprintf("Your signed %s - Certificate of Completion", docName)
+	}
+
+	textBody, htmlBody, err := emailPresenter.RenderElectronicSignatureCertificate(ctx, ref.UnrefOrZero(signature.SignerFullName), docName, subject)
 	if err != nil {
 		return nil, nil, fmt.Errorf("cannot render email: %w", err)
 	}

pkg/esign/service.go

@@ -52,6 +52,7 @@ type (
 		FileID         gid.GID
 		SignerEmail    mail.Addr
 		ConsentText    string // optional; required when DocumentType == OTHER
+		EmailSubject   string
 	}
 
 	AcceptSignatureRequest struct {
@@ -72,6 +73,7 @@ type (
 		SignerIPAddr   string
 		SignerUA       string
 		ConsentText    string
+		EmailSubject   string
 	}
 
 	RecordEventRequest struct {
@@ -161,6 +163,16 @@ func (s *Service) CreateSignature(
 		}
 	}
 
+	emailSubject := req.EmailSubject
+	if emailSubject == "" {
+		docName := req.DocumentType.DisplayName()
+		if req.DocumentName != nil && *req.DocumentName != "" {
+			docName = *req.DocumentName
+		}
+
+		emailSubject = fmt.Sprintf("Your signed %s - Certificate of Completion", docName)
+	}
+
 	now := time.Now()
 	scope := coredata.NewScopeFromObjectID(req.OrganizationID)
 
@@ -180,6 +192,7 @@ func (s *Service) CreateSignature(
 		FileID:         stampedFileID,
 		SignerEmail:    req.SignerEmail.String(),
 		ConsentText:    consentText,
+		EmailSubject:   emailSubject,
 		SealVersion:    1,
 		AttemptCount:   0,
 		MaxAttempts:    10,
@@ -209,6 +222,7 @@ func (s *Service) CreateAndAcceptSignature(
 			FileID:         req.FileID,
 			SignerEmail:    req.SignerEmail,
 			ConsentText:    req.ConsentText,
+			EmailSubject:   req.EmailSubject,
 		},
 	)
 	if err != nil {

pkg/probo/document_approval_service.go

@@ -365,6 +365,7 @@ func (s *DocumentApprovalService) Approve(
 					SignerIPAddr:   req.SignerIPAddr,
 					SignerUA:       req.SignerUA,
 					ConsentText:    "By clicking Approve, I consent to approve this document electronically and agree that my electronic signature has the same legal validity as a handwritten signature.",
+					EmailSubject:   fmt.Sprintf("Your approved %s - Certificate of Completion", document.Title),
 				},
 			)
 			if err != nil {