The use of variables in WiseStamp is designed to automate the process of creating personalized email signatures for your entire company. WiseStamp variables allow you to populate signatures with details, links, and images dynamically. This topic guides you through the ins and outs of using variables to make your email signatures smarter, more personalized, and more effective.
What are variables?
Variables are special information fields that can be added at both the employee and company levels. These fields contain various types of data, such as names, job titles, social media links, or images. Once these variables are defined, they can be pulled into any email signature created with WiseStamp, saving time and ensuring consistency.
Practical example: Dynamic signature details
Let's say you've stored an employee's title as a variable named employee.title. In the WiseStamp editor, you can reference this variable to dynamically populate that specific employee's signature. Whenever an email is sent from that particular account, WiseStamp automatically inserts the correct employee title into the signature.
This feature works similarly for other details, such as phone or social profiles, making it a powerful tool for customizing a multitude of email signatures across your organization.
Handling missing variables
If an employee does not have a defined employee.title variable, WiseStamp accounts for these potential gaps, and the signature does not render that specific field.
Adding and editing variables: Company and employee levels
Variables are created from the Company details or Employee data. After creating the variable, you use it in your signatures.
By default, the following variables are set in your WiseStamp account:
Company details
Variable name | Variable code (dev-mode) | Type |
Name | #{{company.name}} | Text |
Website | #{{company.website}} | Text |
Address | #{{company.address}} | Text |
Phone | #{{company.phone}} | Text |
Fax | #{{company.fax}} | Text |
Logo | #{{company.logo}} | Image |
Facebook link | #{{company.facebook}} | Text |
Twitter link | #{{company.twitter}} | Text |
Youtube link | #{{company.youtube}} | Text |
Linkedin link | #{{company.linkedin}} | Text |
Instagram link | #{{company.instagram}} | Text |
Employee data
Variable name | Variable code (dev-mode) | Type |
Department (Groups) | #{{employee.group}} | Text |
#{{employee.email}} | Text | |
Name | #{{employee.name}} | Text |
Phone | #{{employee.phone}} | Text |
Extension | #{{employee.extension}} | Text |
Mobile | #{{employee.mobile}} | Text |
Pronouns | #{{employee.pronouns}} | Text |
Photo | #{{employee.photo}} | Image |
Facebook link | #{{employee.facebook}} | Text |
Instagram link | #{{employee.instagram}} | Text |
Linkedin link | #{{employee.linkedin}} | Text |
Creating custom variables
WiseStamp enables you to create as many variables as you like. For example: Employee calendar link, additional photo, another phone, etc.
Adding custom company variables
From the sidebar, click Company details. In the pop-up, go to the Custom company fields tab.
Hover over Add company field and select the type of field you want to add (text, image, or banner).
In the pop-up, enter a name for the field and click Create field.
Add the information to be contained in the field. For text types, enter the desired text. For image/banner fields, click Upload and upload an image.
When you are finished, click Apply Changes.
Adding employee variables
On the main navigation panel, click Settings.
In Settings, click Employee data.
In the top right, click Add variable.
In the pop-up:
Enter the variable name.
Select the variable type: what kind of information the variable will hold, such as plain text, phone number, image, URL, etc.
Select the data source: Choose how to provide the data. If your domain is integrated with a directory, you can select directory. If this is not relevant or if you don't want to use directory fields, select manual.
Select the directory field: If you selected Directory as the source, choose which field from your directory should be used to populate this variable. If you selected Manual, select None.
If you want the directory data to overwrite any manually uploaded data, turn on Daily sync.
To enable your employees to edit this variable, select Allow employees to edit.
Click Save.
If Daily Sync is enabled, the option to allow employees to edit will be unavailable.
To edit existing employee variables, click the three-dot icon of the relevant variable and select edit.
Use of variables in a signature
If you want to use a variable in a signature (for example, use the employee's direct phone number instead of the company's general phone), you can do this from the Signature Editor.
To view or change variables in a signature:
Open the Signature Editor for the signature you want to edit.
Click Details, and then click the variable you want to change. A list of suggested variables will be displayed.
Select a variable and click Apply Changes.
Variables can also be used in signature links (images, banners, or apps).