E-mail Signatures

Overview

An email signature is a block of text that automatically appears at the end of an e-mail message. The signature includes the information placed after the body and before the footer of the e-mail. 

All e-mail signature templates are available in the Administration application → Services & Processes → E-mails → E-mail Signatures:

The overview page contains the following information:

• Name: internally used name of the e-mail signature;
• Enabled: shows whether the e-mail signature template is activated;
• Send E-mail: shows whether this template can be used for emails;
• Compliance Rule: shows whether this template can be used by compliance rules.

Configuration 

On the E-mail Signatures page, click +Add E-mail Signature action and fill out the following fields:

• Name: internally used name of the e-mail signature;
• Enabled: checkbox allows activating or deactivating the e-mail signature. Options:
  • Disabled (default): the e-mail signature is deactivated and will not be shown in the sent e-mails;
  • Selected: select the checkbox to activate the e-mail signature; 
• Compliance Rule: defines whether the e-mail signature can be used in the e-mails that are sent by the Compliance Rules. Options:
  • Disabled (default): the e-mail signature will not be shown in the e-mails that are sent by the Compliance Rules;
  • Selected: select the checkbox to use this e-mail signature in the e-mails that are sent by the Compliance Rules;
• Send E-mail: defines whether the e-mail signature can be used in the e-mails that are sent via Send E-mail action. Options:
  • Disabled (default): the e-mail signature will not be shown in the e-mails that are sent via Send E-mail action;
  • Selected: select the checkbox to use this e-mail signature in the e-mails that are sent via Send E-mail action;
• Signature: use the suggested editor to create an e-mail signature.

Actions

The E-mail signature preview page has the following actions:

• Edit: opens e-mail signature for editing.
• Set Audience: restricts access to the email signature; only users and/or user roles selected in the widget are granted access. See also How to Set Audience in SolutionBuilder page.
• Delete: delete the email signature. 
• History: view and export email signature-related transactions. See also History Wizard page.
• Export: export the email signature to an .xml file. See also Export Data page.

Use cases

E-mail Signature can be assigned from the following areas of the Administration application:

1. Global System Settings → E-mails → Header/Footer: a system e-mail signature is assigned implicitly via E-mail Configuration that can contain an E-mail Signature. See also Global System Settings page.
2. E-mail Descriptors: in Services & Processes → E-mails → E-mail Descriptors → choose an item and click Send E-mail action to select the Signature for the e-mail.
3. E-mail Configurations: E-mail Signature can be optionally assigned to an E-mail descriptor via Services & Processes → E-mails → E-mail Configurations. See also E-mail Configurations.
4. Workflow activities: E-mail Signature can be optionally assigned via Send Email and Send Email UUX actions.

Priorities

Only one E-mail Signature can be applied to an e-mail, the priorities are as follows:

1. API / Web Services / Workflow Activities
2. E-mail Descriptor → Signature
3. E-mail Configurations → Signature
4. Global System Settings → E-mails → Header/Footer. See also, Global System Settings:E-mails section.