feat(signing): internal "who signed" + completion email alerts to configurable recipients

Adds a per-port `signing_notification_recipients` setting (users / roles /
explicit emails via the existing RecipientPicker) and fires a branded
internal email on (a) each party signing and (b) full completion —
replicating the legacy "Document Signed" / "EOI Complete Update Status"
Activepieces flows that staff relied on.

- New branded template `signing-status-notification.tsx` (per-signer
  progress + completion variants, deep-links into the CRM).
- New `sendSigningStatusNotification` resolver in document-signing-emails:
  resolves recipients, falls back to the port reply-to (sales@) when the
  list is empty so alerts are never silently dropped, per-recipient send.
- Wired into `handleRecipientSigned` (first signed transition) and
  `handleDocumentCompleted` (idempotent, fires once) — reached by both the
  Documenso webhook and the 5-min poll. Fully guarded so a notification
  failure never undoes a signing side effect. Respects EMAIL_REDIRECT_TO.
- Admin UI: `Document signing alerts` recipients card in settings.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
Claude-Session: https://claude.ai/code/session_012iJPYbh5X53iBh9h7ffQoy

src/components/admin/settings/settings-manager.tsx

@@ -163,6 +163,14 @@ const KNOWN_SETTINGS: Array<{
     type: 'recipients',
     defaultValue: [],
   },
+  {
+    key: 'signing_notification_recipients',
+    label: 'Document signing alerts',
+    description:
+      'Who gets emailed each time a party signs an EOI / contract and when a document is fully signed: specific users, roles, everyone with inquiry access, and/or explicit email addresses. Add yourself and sales@ here. Falls back to the Reply-To address when empty.',
+    type: 'recipients',
+    defaultValue: [],
+  },
   {
     key: 'eoi_signers',
     label: 'EOI Signers',

src/lib/email/templates/signing-status-notification.tsx

@@ -0,0 +1,152 @@
+/**
+ * Internal "signing progress" alert — sent to the port's configured
+ * signing-notification recipients (e.g. the admin + sales@) so staff get
+ * a heads-up every time a party signs and again when a document is fully
+ * signed. This is the CRM equivalent of the legacy "Document Signed" /
+ * "EOI Complete Update Status" Activepieces flows.
+ *
+ * Two events:
+ *   - `signed`    — a single party just signed (carries who + progress).
+ *   - `completed` — all parties have signed.
+ *
+ * Unlike the signer-facing templates, this one links back into the CRM
+ * (deep link to the document) rather than to a signing page — the
+ * recipients are staff, not signers.
+ */
+
+import { Button, Hr, Link, Text, render } from '@react-email/components';
+import * as React from 'react';
+
+import { brandingPrimaryColor, renderShell, safeUrl, type BrandingShell } from '@/lib/email/shell';
+
+interface RenderOpts {
+  subject?: string | null;
+  branding?: BrandingShell | null;
+}
+
+export interface StatusNotificationData {
+  event: 'signed' | 'completed';
+  documentLabel: string;
+  /** Deal / client name for the salutation + subject context. */
+  clientName: string;
+  portName: string;
+  /** Deep link into the CRM document detail page. */
+  crmUrl: string;
+  /** For `signed`: who just signed. */
+  signerName?: string | null;
+  signerRole?: string | null;
+  /** For `signed`: progress within the signing order. */
+  signedCount?: number;
+  totalCount?: number;
+}
+
+function roleLabel(role?: string | null): string {
+  switch (role) {
+    case 'client':
+      return 'the client';
+    case 'developer':
+      return 'the developer';
+    case 'approver':
+      return 'the approver';
+    case 'witness':
+      return 'a witness';
+    default:
+      return 'a signer';
+  }
+}
+
+function StatusBody({ data, accent }: { data: StatusNotificationData; accent: string }) {
+  const isCompleted = data.event === 'completed';
+  const progress =
+    typeof data.signedCount === 'number' && typeof data.totalCount === 'number'
+      ? `${data.signedCount} of ${data.totalCount}`
+      : null;
+
+  const heading = isCompleted
+    ? `${data.documentLabel} fully signed`
+    : `${data.signerName ?? 'A signer'} has signed`;
+
+  return (
+    <>
+      <Text style={{ marginBottom: '14px', fontSize: '18px', fontWeight: 'bold', color: accent }}>
+        {heading}
+      </Text>
+      {isCompleted ? (
+        <Text style={{ marginBottom: '18px', fontSize: '16px', lineHeight: '1.6' }}>
+          The {data.documentLabel} for <strong>{data.clientName}</strong> has now been signed by all
+          parties. The fully signed PDF has been filed against the deal in the {data.portName} CRM.
+        </Text>
+      ) : (
+        <Text style={{ marginBottom: '18px', fontSize: '16px', lineHeight: '1.6' }}>
+          <strong>{data.signerName ?? 'A signer'}</strong> ({roleLabel(data.signerRole)}) has signed
+          the {data.documentLabel} for <strong>{data.clientName}</strong>
+          {progress ? ` — ${progress} signatures collected so far.` : '.'}
+        </Text>
+      )}
+      <div style={{ textAlign: 'center', margin: '28px 0' }}>
+        <Button
+          href={safeUrl(data.crmUrl)}
+          style={{
+            display: 'inline-block',
+            backgroundColor: accent,
+            color: '#ffffff',
+            textDecoration: 'none',
+            padding: '14px 36px',
+            borderRadius: '5px',
+            fontWeight: 'bold',
+            fontSize: '16px',
+          }}
+        >
+          View in CRM
+        </Button>
+      </div>
+      <Hr style={{ border: 'none', borderTop: '1px solid #eee', margin: '24px 0 0' }} />
+      <Text style={{ fontSize: '13px', color: '#666', lineHeight: '1.5', padding: '14px 0 0' }}>
+        Open the deal:{' '}
+        <Link
+          href={safeUrl(data.crmUrl)}
+          style={{ color: accent, textDecoration: 'underline', wordBreak: 'break-all' }}
+        >
+          {data.crmUrl}
+        </Link>
+      </Text>
+      <Text style={{ fontSize: '13px', color: '#999', lineHeight: '1.5', marginTop: '14px' }}>
+        You&apos;re receiving this because you&apos;re on the signing-notification list for{' '}
+        {data.portName}. An administrator can change who gets these alerts in CRM settings.
+      </Text>
+    </>
+  );
+}
+
+export async function signingStatusNotificationEmail(
+  data: StatusNotificationData,
+  overrides?: RenderOpts,
+): Promise<{ subject: string; html: string; text: string }> {
+  const accent = brandingPrimaryColor(overrides?.branding);
+  const isCompleted = data.event === 'completed';
+
+  const subject = overrides?.subject
+    ? overrides.subject
+        .replace(/\{\{documentLabel\}\}/g, data.documentLabel)
+        .replace(/\{\{clientName\}\}/g, data.clientName)
+        .replace(/\{\{portName\}\}/g, data.portName)
+    : isCompleted
+      ? `${data.documentLabel} fully signed — ${data.clientName}`
+      : `${data.signerName ?? 'A signer'} signed the ${data.documentLabel} — ${data.clientName}`;
+
+  const body = await render(<StatusBody data={data} accent={accent} />, { pretty: false });
+
+  const progress =
+    typeof data.signedCount === 'number' && typeof data.totalCount === 'number'
+      ? ` (${data.signedCount} of ${data.totalCount} signed)`
+      : '';
+  const text = isCompleted
+    ? `The ${data.documentLabel} for ${data.clientName} has been signed by all parties and filed in the ${data.portName} CRM.\n\nView in CRM: ${data.crmUrl}`
+    : `${data.signerName ?? 'A signer'} (${roleLabel(data.signerRole)}) has signed the ${data.documentLabel} for ${data.clientName}${progress}.\n\nView in CRM: ${data.crmUrl}`;
+
+  return {
+    subject,
+    html: renderShell({ title: subject, body, branding: overrides?.branding }),
+    text,
+  };
+}

src/lib/services/document-signing-emails.service.ts

@@ -38,8 +38,10 @@ import {
   signingInvitationEmail,
   signingReminderEmail,
 } from '@/lib/email/templates/document-signing';
+import { signingStatusNotificationEmail } from '@/lib/email/templates/signing-status-notification';
 import { getPortDocumensoConfig } from '@/lib/services/port-config';
 import { extractSigningToken } from '@/lib/services/documenso-signers';
+import { resolveNotificationRecipients } from '@/lib/services/notification-recipients';
 import { logger } from '@/lib/logger';
 
 // ─── Types ───────────────────────────────────────────────────────────────────
@@ -329,3 +331,78 @@ export async function sendSigningCancelled(args: SigningCancelledArgs): Promise<
     ),
   );
 }
+
+// ─── Internal status notifications (staff "who signed" alerts) ────────────────
+
+export interface SigningStatusNotificationArgs {
+  portId: string;
+  portName: string;
+  /** `signed` = one party just signed; `completed` = all parties done. */
+  event: 'signed' | 'completed';
+  documentLabel: string;
+  /** Deal / client name for context in the subject + body. */
+  clientName: string;
+  /** Deep link into the CRM document detail page. */
+  crmUrl: string;
+  /** For `signed`: who just signed + their role + running progress. */
+  signerName?: string | null;
+  signerRole?: SignerRole | null;
+  signedCount?: number;
+  totalCount?: number;
+}
+
+/**
+ * Notify the port's configured signing-notification recipients (the admin
+ * + sales@, plus any extras) that a party signed or that a document is
+ * fully signed. CRM equivalent of the legacy "Document Signed" /
+ * "EOI Complete Update Status" Activepieces flows.
+ *
+ * Recipients come from the `signing_notification_recipients` setting
+ * (users / roles / emails), falling back to the port's reply-to address
+ * (`email_reply_to`) so the alert is never silently dropped. No-op when
+ * nothing resolves. Per-recipient send so the internal list isn't exposed
+ * across recipients; failures are logged, never thrown (the webhook /
+ * completion path must not be undone by an email hiccup).
+ */
+export async function sendSigningStatusNotification(
+  args: SigningStatusNotificationArgs,
+): Promise<void> {
+  const recipients = await resolveNotificationRecipients(
+    args.portId,
+    'signing_notification_recipients',
+    'email_reply_to',
+  );
+  if (recipients.length === 0) return;
+
+  const branding = await getBrandingShell(args.portId);
+  const { subject, html, text } = await signingStatusNotificationEmail(
+    {
+      event: args.event,
+      documentLabel: args.documentLabel,
+      clientName: args.clientName,
+      portName: args.portName,
+      crmUrl: args.crmUrl,
+      signerName: args.signerName ?? null,
+      signerRole: args.signerRole ?? null,
+      signedCount: args.signedCount,
+      totalCount: args.totalCount,
+    },
+    { branding },
+  );
+
+  const sendLimit = pLimit(3);
+  await Promise.all(
+    recipients.map((to) =>
+      sendLimit(async () => {
+        try {
+          await sendEmail(to, subject, html, undefined, text, args.portId);
+        } catch (err) {
+          logger.error(
+            { err, portId: args.portId, recipient: to, event: args.event },
+            'Signing status notification send failed',
+          );
+        }
+      }),
+    ),
+  );
+}

src/lib/services/documents.service.ts

@@ -45,6 +45,7 @@ import {
 import {
   sendSigningInvitation,
   sendSigningCompleted,
+  sendSigningStatusNotification,
   type SignerRole,
 } from '@/lib/services/document-signing-emails.service';
 import {
@@ -1248,6 +1249,14 @@ export async function handleRecipientSigned(eventData: {
         'cascading "your turn" invite failed after recipient signed',
       );
     });
+
+    // Internal "who signed" alert to the port's signing-notification
+    // recipients (admin + sales@). Fire-and-forget + fully guarded inside
+    // the helper so it can't undo the signing that just succeeded.
+    void notifySigningStatus(doc, 'signed', {
+      name: signer.signerName,
+      role: signer.signerRole,
+    });
   }
 }
 
@@ -1345,6 +1354,70 @@ async function sendCascadingInviteForNextSigner(doc: {
   }
 }
 
+/**
+ * Fire the internal "signing progress" alert to the port's configured
+ * signing-notification recipients (admin + sales@, etc). Self-contained
+ * and fully guarded — a notification failure must never undo a signing /
+ * completion side effect, so all errors are swallowed + logged. Resolves
+ * the deal client name + a deep CRM link, and (for `signed`) the running
+ * signed/total progress.
+ */
+async function notifySigningStatus(
+  doc: Parameters<typeof resolveDocumentOwner>[1] & {
+    id: string;
+    portId: string;
+    documentType: string;
+    title: string;
+  },
+  event: 'signed' | 'completed',
+  signer?: { name: string; role: string | null } | null,
+): Promise<void> {
+  try {
+    const port = await db.query.ports.findFirst({
+      where: eq(ports.id, doc.portId),
+      columns: { name: true, slug: true },
+    });
+
+    let clientName = doc.title;
+    const owner = await resolveDocumentOwner(doc.portId, doc);
+    if (owner?.entityType === 'client') {
+      const client = await db.query.clients.findFirst({
+        where: eq(clients.id, owner.entityId),
+        columns: { fullName: true },
+      });
+      if (client?.fullName) clientName = client.fullName;
+    }
+
+    let signedCount: number | undefined;
+    let totalCount: number | undefined;
+    if (event === 'signed') {
+      const all = await db
+        .select({ status: documentSigners.status })
+        .from(documentSigners)
+        .where(eq(documentSigners.documentId, doc.id));
+      totalCount = all.length;
+      signedCount = all.filter((s) => s.status === 'signed').length;
+    }
+
+    const crmUrl = `${env.APP_URL ?? ''}/${port?.slug ?? ''}/documents/${doc.id}`;
+
+    await sendSigningStatusNotification({
+      portId: doc.portId,
+      portName: port?.name ?? 'Port Nimara',
+      event,
+      documentLabel: DOC_TYPE_LABEL[doc.documentType] ?? 'Expression of Interest',
+      clientName,
+      crmUrl,
+      signerName: signer?.name ?? null,
+      signerRole: (signer?.role as SignerRole) ?? null,
+      signedCount,
+      totalCount,
+    });
+  } catch (err) {
+    logger.error({ err, documentId: doc.id, event }, 'signing status notification failed');
+  }
+}
+
 /**
  * Manually (re)send the finalized signed PDF of a completed document to the
  * deal's client. Mirrors the automatic completion fan-out (sendSigningCompleted)
@@ -1924,6 +1997,11 @@ export async function handleDocumentCompleted(eventData: { documentId: string; p
       }),
     );
   }
+
+  // Internal "fully signed" alert to the port's signing-notification
+  // recipients (admin + sales@). handleDocumentCompleted is idempotent
+  // (early-returns on re-delivery), so this fires exactly once per doc.
+  void notifySigningStatus(doc, 'completed');
 }
 
 export async function handleDocumentExpired(eventData: { documentId: string; portId?: string }) {

tests/unit/email/signing-status-notification.test.ts

@@ -0,0 +1,50 @@
+import { describe, expect, it } from 'vitest';
+
+import { signingStatusNotificationEmail } from '@/lib/email/templates/signing-status-notification';
+
+describe('signingStatusNotificationEmail', () => {
+  it('renders a per-signer "has signed" alert with progress + CRM link', async () => {
+    const { subject, html, text } = await signingStatusNotificationEmail({
+      event: 'signed',
+      documentLabel: 'Expression of Interest',
+      clientName: 'Jane Doe',
+      portName: 'Port Nimara',
+      crmUrl: 'https://crm.portnimara.com/port-nimara/documents/abc',
+      signerName: 'Jane Doe',
+      signerRole: 'client',
+      signedCount: 1,
+      totalCount: 3,
+    });
+
+    // Subject names who signed + the deal so sales can triage at a glance.
+    expect(subject).toContain('Jane Doe');
+    expect(subject).toContain('signed');
+    // Body states the signing event, the document, and progress.
+    expect(html).toContain('Jane Doe');
+    expect(html).toContain('has signed');
+    expect(html).toContain('Expression of Interest');
+    expect(html).toContain('1 of 3');
+    // Internal recipients get a deep link into the CRM, not a signing link.
+    expect(html).toContain('https://crm.portnimara.com/port-nimara/documents/abc');
+    expect(text).toContain('Jane Doe');
+    expect(text).toContain('1 of 3');
+  });
+
+  it('renders a completion alert when all parties have signed', async () => {
+    const { subject, html, text } = await signingStatusNotificationEmail({
+      event: 'completed',
+      documentLabel: 'Sales Contract',
+      clientName: 'Acme Holdings',
+      portName: 'Port Nimara',
+      crmUrl: 'https://crm.portnimara.com/port-nimara/documents/xyz',
+    });
+
+    expect(subject).toContain('Acme Holdings');
+    expect(subject.toLowerCase()).toContain('fully signed');
+    expect(html).toContain('all parties');
+    expect(html).toContain('Sales Contract');
+    expect(html).toContain('Acme Holdings');
+    expect(html).toContain('https://crm.portnimara.com/port-nimara/documents/xyz');
+    expect(text).toContain('Acme Holdings');
+  });
+});

tests/unit/services/signing-status-notification.service.test.ts

@@ -0,0 +1,82 @@
+import { beforeEach, describe, expect, it, vi } from 'vitest';
+
+// Boundaries the sender depends on — mock the I/O edges, exercise the real
+// wiring (recipient resolution → template → per-recipient send).
+vi.mock('@/lib/email', () => ({ sendEmail: vi.fn().mockResolvedValue(undefined) }));
+vi.mock('@/lib/email/branding-resolver', () => ({
+  getBrandingShell: vi.fn().mockResolvedValue(null),
+}));
+vi.mock('@/lib/services/notification-recipients', () => ({
+  resolveNotificationRecipients: vi.fn(),
+}));
+
+import { sendEmail } from '@/lib/email';
+import { resolveNotificationRecipients } from '@/lib/services/notification-recipients';
+import { sendSigningStatusNotification } from '@/lib/services/document-signing-emails.service';
+
+const mockSendEmail = vi.mocked(sendEmail);
+const mockResolve = vi.mocked(resolveNotificationRecipients);
+
+const baseArgs = {
+  portId: 'port-1',
+  portName: 'Port Nimara',
+  event: 'signed' as const,
+  documentLabel: 'Expression of Interest',
+  clientName: 'Jane Doe',
+  crmUrl: 'https://crm.portnimara.com/port-nimara/documents/abc',
+  signerName: 'Jane Doe',
+  signerRole: 'client' as const,
+  signedCount: 1,
+  totalCount: 3,
+};
+
+describe('sendSigningStatusNotification', () => {
+  beforeEach(() => {
+    mockSendEmail.mockClear();
+    mockResolve.mockReset();
+  });
+
+  it('emails every configured recipient when a signer signs', async () => {
+    mockResolve.mockResolvedValue(['admin@portnimara.com', 'sales@portnimara.com']);
+
+    await sendSigningStatusNotification(baseArgs);
+
+    // Resolves from the signing list, falling back to the reply-to address.
+    expect(mockResolve).toHaveBeenCalledWith(
+      'port-1',
+      'signing_notification_recipients',
+      'email_reply_to',
+    );
+    expect(mockSendEmail).toHaveBeenCalledTimes(2);
+    const recipients = mockSendEmail.mock.calls.map((c) => c[0]);
+    expect(recipients).toContain('admin@portnimara.com');
+    expect(recipients).toContain('sales@portnimara.com');
+    // Subject reflects who signed.
+    const subject = mockSendEmail.mock.calls[0]?.[1] as string;
+    expect(subject).toContain('Jane Doe');
+    // portId threaded through so per-port From + redirect apply.
+    expect(mockSendEmail.mock.calls[0]?.[5]).toBe('port-1');
+  });
+
+  it('sends nothing when no recipients are configured or resolvable', async () => {
+    mockResolve.mockResolvedValue([]);
+
+    await sendSigningStatusNotification(baseArgs);
+
+    expect(mockSendEmail).not.toHaveBeenCalled();
+  });
+
+  it('uses the completion subject for the completed event', async () => {
+    mockResolve.mockResolvedValue(['sales@portnimara.com']);
+
+    await sendSigningStatusNotification({
+      ...baseArgs,
+      event: 'completed',
+      signerName: null,
+    });
+
+    const subject = mockSendEmail.mock.calls[0]?.[1] as string;
+    expect(subject.toLowerCase()).toContain('fully signed');
+    expect(subject).toContain('Jane Doe');
+  });
+});