This topic explains how to use WiseStamp’s multi-signature options, including how to assign multiple signatures to one user, how to create reply/forward and second language signatures, and how to use the shared inbox feature.
The multi-signature design feature lets you create a set of signatures. Once the signatures are set up by the administrator, employees can select which signature to use for each message they compose. Multi-signature design is instrumental in the following scenarios:
While your default signature design includes multiple details/apps, and you require a more concise design for replies/forwarding.
Since your organization works with more than one language, and you need signatures in each language.
You need different signatures for internal emails and for emails sent outside the organization.
Multi-signature is not automatically included in every subscription. To enable this feature, please reach out to WiseStamp support team.
This feature is available to users using the Outlook add-in (Outlook Web and Outlook Desktop), WiseStamp Chrome extension (Gmail, Outlook Web, and Yahoo Mail) and WiseStamp server-side solution.
Switch between signatures - single-user
By default, the signature you selected during setup appears at the bottom of your email message. To use another signature, click the WiseStamp icon and select the signature you want to display. You can also choose to remove the signature entirely by selecting None.
Once you have created your set of multiple signatures, you can assign them to groups, choose the primary default design, check how each design looks in a specific employee's signature, and more.
Assign and manage signatures for groups
We recommend assigning signatures in bulk to the groups that need them. This method saves time and maintains order in the assignments.
To assign a signature to a group:
On the main navigation panel, click Employees.
In the Employees page, click Manage Groups in the top right corner.
This will take you to the Groups page. In the row of the relevant group, click the Signature dropdown and select the signatures you want to assign to this group.
You can set signatures as primary (default), reply, or forward signatures by clicking the three-dot icon next to each signature.
To unassign a signature from a group, click the three-dot icon next to the relevant signature and select Unassign signature.
Assign and manage signatures for individuals
If you have a signature that is only used by a few employees, you can assign it to each person directly from the Employees page or the Single Employee page.
From the Employees page:
Assigning signatures
On the Employees page, find the employee you want to update.
In that employee's row, click the Primary signature column.
In the pop-up, click Add signature.
Select the signatures you want to assign to the employee. You can also unassign signatures here by unchecking the boxes.
The selected signature will appear in the list of assigned signatures.
Click Apply.
You must always have a primary signature set before clicking Apply.
Managing signatures
In the pop-up of assigned signatures, click the three-dot icon next to a signature.
Choose whether to set it as the Primary (default), Reply, or Forward signature. Or, to remove the signature from the employee, you can click Unassign signature.
Click Apply.
You must have a primary signature set before clicking Apply.
You can filter the employee list by Primary signature. Click the filter icon next to the Primary signature column and select one or more signatures. The employee list will then show only the employees that have those primary signatures.
From the Single Employee page:
Assigning signatures
On the main navigation panel, click Employees.
On the Employees page, click on the name of the relevant employee. This will take you to the Single Employee page.
Click Assign Signature.
Click the dropdown to select the signature you'd like to assign the employee.
Click Apply.
Managing signatures
On the Single Employee page, click the three-dot icon of any signature.
Select Settings.
You can set signatures as Primary (default), Reply, or Forward signatures from the dropdown menus.
Click Save changes.
To remove the signature from the employee, click the three-dot icon of the relevant signature and select Unassign.
Previewing signatures
There are several ways to see how a signature is displayed for a specific employee:
From the Signature Editor: While you are editing a signature, you can preview it with details of a selected employee by selecting the employee from the list. Click Preview with employee and select the employee.
From the Employees page: Click an employee’s name to open their Single Employee page, where you can preview all of their assigned signatures.
Multi-signature: Employee experience
When employees compose emails, they can click the WiseStamp icon to open a side panel from which they can choose a signature for that email.
Create reply/forward signatures
If your main signature includes many details and apps, you may want to create a simpler design for replies/ forwarding emails to keep your email threads neater and easier to follow. For example, you may want to change a full signature with a logo, disclaimer, social media links, etc., to a design with only a few essential details.
To create a Reply design:
From the Signatures page, scroll to the signature on which you want to base the Reply design. Open the Actions menu at the bottom of the signature, and select Duplicate.
In the pop-up, type a name for the new design (e.g., Reply Signature), and click Duplicate signature. The duplicated signature is added to the Signatures page.
Click Edit to open the Signature Editor for the duplicated signature.
Open each tab of the Signature Editor and review the components of the signature. To remove an element from the design, hover over it and then click the Delete icon.
When you are finished removing all unnecessary elements, click Done editing and publish your changes.
Create a second language signature
If your organization is multilingual, you may want to create a signature in each language that you use. There are 3 stages to create a second language signature:
Prepare required fields
The first step in adding a second language signature is creating the fields needed for the new signature. For example, if the original signature displays the names of the company and employee, you can add new fields for this data in the second language.
Company details
These fields contain information or resources relevant to your entire organization.
To add company details variables:
On the main navigation panel, click Company details.
In the Company Details window, go to the Custom company fields tab.
Hover over Add company field and select Add a text field.
In the pop-up, enter a name for the new field (e.g., French address) and click Create field.
In the textbox next to the field you just created, type a value for the field. For example:
60 Avenue des Champs-Élysées.Repeat Steps 2-4 to create additional fields required for the signature.
When all fields are added, click Apply Changes.
Employee data
Next, create the variables that are relevant for your employees (e.g., name). Since this data is different for every person, you need to populate the value of these variables for each employee who will be using the signature.
To add and populate employee variables:
On the main navigation panel, click Settings and then Employee data.
In the Employee data window, click New Variable.
In the pop-up, enter a name for the new variable (e.g., Hebrew_name).
Fill out the rest of the details in the pop-up and click Save.
Repeat Steps 2-3 to create additional variables required for the signature design.
Populate the variable values for your employees using one of the following methods:
If many employees need the signature design, we recommend using bulk upload to add the data.
If you need the design for only a few employees, you can add the values on the Employee page. For more information, see Managing Employee Information.
Keep in mind that you cannot see the values in the signature preview until you create the new signature design (as described below).
Duplicate the signature design
When all the required fields are added and populated, you are ready to create the new signature design. If the design you need is similar to the one you are already using, we recommend duplicating that signature and then modifying it for the second language (as described in Updating field mapping).
To duplicate a signature:
From the Signatures page, scroll to the signature on which you want to base the Second Language design.
Open the Actions menu on the bottom of the signature and select Duplicate.
In the pop-up, type a name for the new design (e.g., Hebrew signature), and click Duplicate Signature.
The duplicated signature is added to the Signatures page.
Update field mapping
The final stage in creating the signature is mapping the Signature Details to the fields that you created for the second language.
To update field mapping:
From the Signatures page, click Edit to open the Signature Editor for the signature you want to edit.
Under Signature Details, click a detail that you want to be displayed in the second language.
From the list that opens, select the field you created for that language.
Repeat Step 2 for the other details to be displayed in the second language. As you progress, the updated fields appear in the signature preview.
When you are finished, click Done Editing and publish your changes.
Shared inbox
The shared inbox feature enables you to link multiple signatures to a single inbox. This feature is especially useful if your organization has inboxes that are shared by several employees (e.g., support@mycompany, billing@mycompany, etc). Once the mapping is set up, these employees can choose to use either the default signature of the shared inbox or their own personal signature.
Shared inbox is available for Plus and Enterprise plans.
The shared inbox feature is available for customers using the Outlook add-in and WiseStamp Chrome extension.
Once the shared inbox feature is enabled for your account, follow these steps to set up the mapping you require. In the procedure below, we use the support inbox as an example.
To set up Shared inbox:
Go to the Employees page, and click the three-dot icon in the top right corner.
Click Shared inbox.
In the pop-up, enter the shared email address.
Select the groups and individual employees you'd like to add to the shared email.
In the Inbox email field, enter the shared email address. Potential matches are displayed as you type.
Click Save.
You can set up a shared email by creating a new email on the Employees page. Click Add employees and enter the email address to use.