Email Signatures
What is an Email Signature?
An email signature is a block of text that is automatically or manually added to the end of emails you send from the CRM. It allows each staff member to have a personalized signature containing their name, title, contact information, and other relevant details. Using signatures helps maintain a consistent and professional appearance for all outbound communication.
Key Benefits of Using Email Signatures
- Maintain Brand Consistency: Ensure every email sent from your business includes uniform branding and professional contact details.
- Individual Personalization: Each user can create a signature that reflects their specific role and information.
- Flexible Application: Signatures can be set to appear automatically on all outgoing emails or inserted manually in specific locations using a custom value.
- Clean Email Threads: Choose whether the signature appears above or below the quoted text when replying to an email chain.
How to Set Up and Edit an Email Signature
Follow these steps to create or modify a signature for a staff user.
Step 1: Access the Staff Settings
From your sub-account, navigate to Settings and select My Staff.
Step 2: Select the Staff Member
Locate the staff member whose signature you wish to edit and click the Edit button (represented by a pencil icon) next to their name.
Step 3: Edit the Signature
Scroll down to the Signature section. In the text editor provided, you can type or modify the signature content. You can apply formatting and insert custom code for advanced options.
Step 4: Configure Signature Options
You will find two important settings below the signature editor:
- Enable Signature in All Outgoing Messages: Turn this option on if you want the signature to be added automatically to every email sent by this user.
- Include This Signature Before Quoted Text in Replies: Check this box if you prefer the signature to appear above the previous message content when replying.
Step 5: Save the Changes
Click the blue Next button, followed by the blue Save button to apply your new signature settings.
How to Insert a Signature Using a Custom Value
For more control, such as placing a signature in a specific location within an email template or a one-to-one message, you can use a custom value.
When composing an email in areas like Campaigns or Conversations, click on the Custom Values option. Then, navigate to the User category and select Signature. This will insert the custom value code {{user.email_signature}} into your email. When the email is sent, this code will be replaced with the user's full signature.
Frequently Asked Questions
Are email signatures managed per user or for the entire sub-account?
Signatures are managed on a per-user basis. Each staff member within a sub-account can create and maintain their own unique signature.
I updated my signature, but it's not showing up in my emails. What should I do?
First, confirm that you have edited the signature for the correct staff user. Then, check that the Enable Signature in All Outgoing Messages setting is turned on for that user.
Can I add formatting like bold text or hyperlinks to my signature?
Yes. The signature editor supports basic text formatting, allowing you to bold text, add hyperlinks, and apply other styling to create a professional-looking signature.