User Guide

Signature Templates Guide

Create signatures from the template gallery, refine them in the Dynamic Editor, and assign rules.

Process at a Glance

  1. 1Signatures
  2. 2Template Gallery
  3. 3Dynamic Editor
  4. 4Manage Rules
  5. 5Set Priority
  6. 6Live
PrerequisitesCreate TemplateAssign RulesPriority LogicTroubleshooting

Prerequisites

Ensure you have the Admin / Manager / Editor role before proceeding. Rules and signatures are scoped per department.
  • Stable internet connection
  • Company logo (PNG/JPG, < 1MB), Recommended for consistent branding
  • Knowledge of organization structure (Departments, Roles, Locations)

Creating Templates

1
Go to Signatures

Navigate to the sidebar and select Signatures. Choose your department from the Department View dropdown.

2
Create Signature

Click Create Signature to open the template gallery.

3
Choose Creation Method
Recommended: Start from the Template Gallery
  1. Browse the available templates and choose a layout that fits your use case.
  2. Open the selected template and add your company branding, logo, and required details.
  3. Save it as your starting point, then refine it further in the editor.
4
Edit in Dynamic Editor

Refine the selected template in the Dynamic Editor.

  • Check layout, colors, and font sizes.
  • Insert dynamic fields (e.g., {{JobTitle}}, {{Mobile}}).
  • Add banners or legal disclaimers.
5
Save Signature

Add a unique name and description. Click Save.

Assigning Rules

1
Open Rules

Go to the sidebar → Rules. Create a new rule or edit an existing one.

2
Assign Signature

Link your saved signature template to the rule.

3
Define Conditions

Set the "Who" for this signature using Logic (AND/OR).

  • Department: e.g., Sales, HR
  • Location: e.g., New York Office
  • Job title or custom fields
4
Set Priority (Critical Step)

Enter a priority between 1 and 100. Lower number = higher priority (1 is evaluated first).

How Priority Works

Golden Rule

The system stops at the first match it finds, starting from Priority 1.

Top Priority (1)Fallback (100)
Specific Rules (CEO, Sales)General / Fallback Rules

Example Scenario:

A user is the VP of Sales. Two rules exist:

Priority 10Sales Department Rule
Priority 5MATCH!
VP Role Rule (Executive Signature)

Since 5 < 10, the user gets the Executive Signature.

Best Practices & Fixes

Best Practices

  • Keep it CleanMax 4-6 lines visible.
  • External ImagesHost images, don't embed.
  • NamingName rules clearly (e.g., 'Prio 5 - UK Sales').
  • TestingUse Preview and Testing to verify which template and banner apply for any sender.

Troubleshooting

Wrong signature applied?

Check your Priority Numbers. Does a general rule have a lower number (higher priority) than a specific one? Reorder them.

Still stuck?

Contact support with the user's email and a screenshot of the rule list.