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, 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 isn't available on all subscription plans. If you don't see this feature or it appears grayed out, please reach out to the support team to enable it.
This feature is available on Outlook add-in (Outlook Web and Outlook Desktop), WiseStamp Chrome Extension (Gmail, Outlook Web, and Yahoo Mail) and WiseStamp server-side solution. Please note that the multi-signature feature does not apply to emails sent from your mobile device.
How to Enable Multi-Signature
Outlook Add-in
In the main navigation panel, click Integrations.
Click Add-in for Outlook.
Go to the Settings tab.
Under Settings, find Multiple signatures and toggle it on.
Chrome Extension
In the main navigation panel, click Integrations.
Click Extension for Chrome.
Go to the Settings tab.
Under Settings, find Multiple signatures and toggle it on.
Once enabled, you'll be able to assign multiple signatures (primary, reply, and forward) to each employee from the Employees page.
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.
Unassign isn't doing anything? Every employee must always have a primary signature, so you cannot unassign an employee's only or primary signature on its own. If clicking Unassign seems to do nothing, first assign another signature and set it as the primary, then unassign the original.
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. Remember that an employee must always keep a primary signature, so if Unassign does nothing, assign another signature as the primary first.
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. You'll find it either on the bottom left or top right of your screen.
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. Click the three-dot icon and select Duplicate. If you are in the Classic Signature Editor, you should click Actions in the left panel and select Duplicate from there.
In the pop-up, type a name for the duplicate (e.g., Reply Signature), and, if relevant, the organization you'd like the duplicate to appear in. Click Duplicate. 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:
Preparing the required fields
Duplicating the relevant signature design
Updating field mapping
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 profile
These fields contain information or resources relevant to your entire organization.
To add company profile variables:
Click Settings in the main navigation panel.
Click Organization.
On the Organization page, click Edit company profile.
Choose between Basic information, Social links, or Brand kit.
Basic information
In the right corner, click Add variable.
Select the variable type (plain text, email, phone, address, or URL).
Enter the variable name and variable content.
Click Save.
Social links
In the right corner, click Add variable.
Select the icon you'd like.
It will be added at the bottom of the social links list.
Add the relevant social media handle or URL.
Click Save.
Brand kit
Find the relevant section (Brand colors, Logos, etc.)
Click the plus icon at the bottom of the relevant section.
Upload your logo or banner, or choose another brand color or font (image should be at least 100X100px).
Click Save.
Click Confirm.
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.
Click the three-dot icon of the signature and select Duplicate.
In the pop-up, type a name for the new design (e.g., Hebrew signature), and if relevant, the organization you'd like the duplicate to appear in. Click Duplicate.
The duplicated signature is added to the Signatures page.
If Duplicate does not appear for you after clicking the three-dot icon, click Edit instead to open the Classic Signature Editor. On the top left, click Actions and then select Duplicate.
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.
Available on: Legacy Plus, Legacy Enterprise, Grow, Advanced, Enterprise
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.