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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 signature mapping feature.
The multi-signature design feature lets you create a set of signature designs. Once the designs are set up by the administrator, employees can select which design to use for each message they compose. Multi-signature design is especially useful 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.
!important! Multi-signature design is not automatically included in every subscription. To enable this feature, please reach out to WiseStamp support team.!/important!
!important! This feature is currently only available to users using the Outlook Add-in (Outlook Web and Outlook Desktop). If you already have this add-in, you need to reinstall it to activate this feature. !/important!
Switching 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 design you want to display. You can also choose to remove the signature entirely by selecting None.
Once you created your set of multiple signature designs, you can assign them to groups, choose the primary default design, check how each design looks in a specific employee's signature, and more.
Assigning and managing signature designs for groups
We recommend assigning signature designs in bulk to the groups that need them. This method saves time and maintains order in the assignments.
To assign a signature design to a group:
- At the top of the Employees page, click Groups. The Groups dialog opens.
- In the row of the relevant group, click the Signature dropdown list and select the signature design you want to assign to this group.
Once a signature design is assigned to a group, you can make it the primary (default) design or unassign it from the group by clicking the management icons.
Assigning and managing signature designs for individuals.
If you have a signature design that is only used by a few employees, you can assign it to each person directly from the Employees page.
To assign a signature design to an employee:
- In the row of the relevant employee, click the Primary signature dropdown list and select Assign another signature.
- Select the signature design you want to assign to the employee.
- The selected signature design appears in the list of assigned signatures.
Once signature designs are assigned to an employee, you can view and/or update the state of the designs using the status and management icons.
The icons are:
|Icon||Description / Notes|
|Indicates that the signature design is assigned to a group.|
|Indicates that the signature design is the primary (default) signature for the employee.|
|Click this icon to set the signature design as the primary signature.|
|Click this icon to unassign the signature design. (If the signature design is assigned to a group to which the employee belongs, it cannot be unassigned.)|
Previewing signature designs
There are two ways to see how a design is displayed in the signature of a specific employee:
- From the Signature Editor: While you are editing a design 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 Edit Employee page: Click the preview icon in the row of the employee to see the signature design assigned to that employee.
Multi-signature design: Employee experience
When employees compose emails, they can click the WiseStamp icon to open a side panel from which they can choose a signature design for that email.
Creating 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 popup, 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.
Creating a second language signature
If your organization is multilingual, you may want to create a signature design in each language that you use. There are 3 stages to create a second language signature:
Preparing required fields
The first step in adding a second language signature design is creating the fields needed for the new design. 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.
These fields contain information or resources relevant to your entire organization.
To add company details fields:
- Hover over the menu bar and select 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 popup, 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 design.
- When all fields are added, click Apply Changes.
Next, create the fields 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 fields for each employee who will be using the signature design.
To add and populate employee fields:
- Hover over the menu bar and select Employee fields.
- In the Employee Fields window, Click New field and select Add a text field.
- In the popup, enter a name for the new field (e.g., Hebrew_name). Then click Add field.
- Repeat Steps 2-3 to create additional fields required for the signature design.
- Populate the field values for your employees using one of the following methods:
Keep in mind that you cannot see the values in the signature preview until you create the new signature design (as described below).
Duplicating 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 design:
- 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 popup, type a name for the new design (e.g., Hebrew signature), and click Duplicate Signature.
- The duplicated signature is added to the Signatures page.
Updating field mapping
The final stage in creating the signature design 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 appears in the signature preview.
- When you are finished, click Done Editing and publish your changes.
The signature mapping 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.
!note! Signature mapping is not automatically included in every subscription. To enable this feature, please contact WiseStamp support team. !/note!
!important! The mapping feature is only available to clients using the Outlook Add-in. If you already have the Outlook Add-in installed, you need to reinstall it to activate this feature. !/important!
Once the signature mapping 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 signature mapping:
- Navigate to the Employees page, and click Mapping.
- In the popup, click New Mapping.
- In the Inbox email field, enter the shared email address. Potential matches are displayed as you type.
- Click Add and enter the email address(es) of the employee(s) to be linked to the shared address. Potential matches are displayed as you type.
- To create a mapping for another shared inbox, click New Mapping and repeat steps 2-3 in the line that is added.
When you are finished with the setup, close the Mapping popup. Your changes are saved automatically.