What are Variables?
Variables are dynamic information fields that automatically pull data from employee or company profiles. Unlike Free text, which remains the same for every user, Variables change based on who is sending the email.
Employee Variables: These fields insert individual data like names, job titles, pronouns, and personal mobile numbers into the email signature you design.
Company Variables: These fields manage organization-wide data such as the company website, headquarters address, and social media links.
Dynamic population: When an employee sends an email, the Studio replaces the Variables with that specific user's information.
Missing data handling: If a specific Variable is empty for an employee, the Studio automatically hides that field to prevent empty spaces or broken links.
How do I add and manage Company and Employee Variables from the Studio?
Whenever you can choose which variables to control, you’ll see a note at the bottom. From there, you can click Employee data or Company profile, which will take you to the relevant pages.
You can also access Company profile and Employee data under the Details icon in the left panel.
How do I add and manage Company Variables?
Users can define Company Variables to standardize branding assets and social links across all signatures.
Click Settings in the main navigation panel.
Click Organization.
Click Edit company profile.
Choose Basic information, Social links, or Visual assets.
You can edit existing variables directly using the text or image fields. To add a new variable, click Add variable in the top-right corner of the relevant section.
Select the Variable type, such as plain text, URL, or image.
Enter the Variable name and content, then click Save.
You can now use these updated or newly added variables when creating email signatures in the Studio.
How do I add and manage Employee Variables?
Employee Variables allow the Studio to pull personalized data from your directory or manual entries.
Click Settings in the main navigation panel.
Select Employee data.
Click Add variable in the top right corner.
Enter the Variable name and select the Variable type (text, phone number, or image).
Choose a Data source by selecting Directory for automated syncing or Manual for custom entries.
Click Save.
You can now use these updated or newly added variables when creating email signatures in the Studio.
How do I use Variables in the Studio details?
The Details section in the Studio left panel allows you to link specific signature fields to your employee or organization data.
Click the Details icon in the left panel of the Studio.
Select a specific field, such as Employee name or Phone, to open its settings.
Locate the Value taken from dropdown menu.
Choose Employee to automatically pull personal information from the employee profile.
Choose Company to pull organization-wide data, such as a main office phone number or the company website.
Choose Free text if you wish to manually type a specific value that will remain the same for everyone using this signature.
Verify that the Field value reflects the correct data source to ensure the Studio Canvas updates in real-time.
Enter the desired information directly into the Field value box if you selected Free text.
How do I use Variables for images in the Studio?
You can automate logos and profile photos within the Studio so that each employee's unique image appears in their signature.
Click the Images icon in the left panel.
Click the Upload photo or logo rectangle in the left panel.
In the left panel settings, locate the Value taken from dropdown.
Select Company for the logo to ensure the primary brand asset is used company-wide.
Select Employee for the profile photo so the Studio Canvas pulls the specific photo assigned to the employee.
Use the Field value dropdown to select the exact image variable required for that element.
Select Custom to manually upload a photo or logo that will remain the same for everyone using this particular signature. If you select Custom, the Field value dropdown will not appear.
How do I use Variables for social icons and apps in the Studio?
Variables can also be used to personalize social media icons and interactive elements like buttons or banners.
Social links: Click the Social icon in the left panel, select a platform like LinkedIn, and set the Value taken from to Employee, Company, or Free text.
Apps: When adding Apps such as Styled signoffs or banners, you can set the Value taken from to Employee, Company, or Free text. This allows the information to pull from a variable, such as a personal booking link.
How do I use Variables for link URLs?
The Studio allows you to connect clickable elements to dynamic data sources. This ensures that a single signature design can link to different personal pages, such as individual booking links or social profiles, depending on the sender.
Select a clickable element on the Studio Canvas, such as a Button, Social Icon, or Image.
Navigate to the Content tab in the left panel of the Studio.
Locate the Link URL section.
Click the dropdown menu to select the desired Variable source.
Choose an Employee Variable to link to personal data like a LinkedIn link or a Meeting link.
Choose a Company Variable to link to organization-wide pages like the Company website or Facebook page.
Verify the link by using the Preview function in the top right corner of the Studio and then clicking the link.
How do I manually enter a link URL?
If you want to manually enter a link URL instead of using a variable , you should select Free text where you see Value taken from.
Click the element on the Studio Canvas.
Select Free text in the Value taken from dropdown.
Type the full destination address (e.g., https://www.wisestamp.com) directly into the Field value box.
How do I create a signature just for me and not my employees?
Option 1: Use your own employee details with variables
Keep the variables enabled in your signature.
If your information is correctly saved in the Employees page, the variables will automatically populate with your details.
Option 2: Create a personal signature without variables
Turn off variable use in the signature.
For each element you want to edit:
Click the downward arrow next to it.
Click the arrow next to Value taken from field and select Free text.
Enter your personal information in the Field value box.
This allows you to fully customize your signature for yourself without relying on employee data.
FAQs
Why can I not type manual text into an element?
Why can I not type manual text into an element?
If you cannot enter manual text, this is because you have selected a Company or Employee variable. Select Free text in the Value taken from dropdown to enter manual text.
Do all elements support the use of Variables?
Do all elements support the use of Variables?
No, not every element supports Variables. You must check the Content tab of an individual element to see if the Variable option is available.
How do I create a signature for myself without affecting employees?
How do I create a signature for myself without affecting employees?
Navigate to the Content section for each element and use Free text instead of Company or Employee Variables. You can then manually enter your personal details into the fields.
What happens if an employee profile is missing a Variable value?
What happens if an employee profile is missing a Variable value?
The Studio will automatically hide the specific field and its associated label so the email signature remains professional and avoids empty placeholders.
How do I update an existing Variable?
How do I update an existing Variable?
For Company Variables, go to Settings, select Organization, and click Company profile. For Employee Variables, go to Settings, and click Employee data.