Adding, updating and managing signatures

!open!This article explains how to create a new signature, update a signature and manage signatures in WiseStamp. We will present guidelines, tips and best practices to help you work efficiently and make sure your changes are saved and deployed to your email platform. !/open! 

Creating a Signature

WiseStamp for Teams allows you to create an unlimited number of signature designs for your company. For example, you might want to have different signatures for employees in the sales department, the billing department, and so on. 

!note! Department categories in WiseStamp are called Groups. To learn more about setting up Groups, check our article about managing groups and departments. !/note!

To add a new signature: 

1. Hover your mouse over the sidebar and click Signatures. Then, in the upper right corner of the page, click New signature.
   
   
2. In the popup that opens, enter a title for your signature (ex. HQ, Sales team, Summer, etc.) and click Create signature.
   The Signature Editor opens, where you can design the signature and add components. As you work, you will see a preview of the signature on the right side of the page.
   
   
3. Review the data in the Details tab. The fields that appear here are automatically populated with attributes taken from your company and employee data. To edit this data, scroll to the bottom of the Details tab and click the relevant option. 
   
   As you can see in the preview, WiseStamp automatically turns website addresses, phone numbers, and street addresses into hyperlinks, enabling mail recipients to click on them. 
   
   
4. If you require a data field not listed under Signature Details, you can create a custom field. For details, refer to Adding Custom Fields. 
   
   
5. Use the other tabs of the Signature Editor to design your signature and add images, social profile links, call-to-action buttons and other special components. For more information, check our article  Overview of the Signature Editor. 
   
   
6. To save your changes and close the Signature Editor, click Create signature. 

!note! You can continue to make changes to the signature at any time. For details, refer to Editing and Updating a Signature.!/note!

!tip!HyperLinks - WiseStamp will automatically turn website addresses, phone numbers, and street addresses into hyperlinks, enabling mail recipients to click on them. 

If your signature details are not hyperlinked it's possible your emails are set to Plain Text mode. Make sure your emails are formatted in Rich Text mode to make the most our of your signature.!/tip!

Working with Signature Quick Actions

Every signature on the Signatures page has an Actions menu in the lower right corner, giving you quick access to the following signature management operations: 

• Rename: Allows you to change the name of the signature.
• Duplicate: Creates a copy of the signature, so you can quickly add another signature that is similar to the current one.  
• Assign to a group: Opens the Groups dialog, where you can choose the signature that is assigned to each of your groups. 
• Discard draft: Deletes the draft version of the signature. (This action is available only to signatures with drafts in progress.) For more information, go to Editing and Updating Signatures.
• Delete: Removes the signature from your Signatures list. 

There is another Actions menu at the top of the Signature Editor that provides some of these options. In addition, you can create a new signature from there. 

Default signature fields

By default, WiseStamp signature contains the following pre-defined fields:

Adding a new field to the signature

WiseStamp enables you to add as many fields as you require to your signature. In order to add a new field follow the instructions:

1. Open the Signature Editor. At the bottom of the Details tab, click Add a field. 
   
   
2. In the popup that opens, select Custom from the list. In the Label field, enter the name of the custom field you created and then click Done. The field is added to the Signature Details list. 
   
   
3. Once you have added the field, you can input any content to it. In a Teams signature, click on the arrow to open the details dialog. From the Value Taken From list, select the source from which the data will be populated (Company details, Employee field, or Free text). 
   
   
4. If you select Company or Employee in Step 3, a list of all available attributes will be displayed on the right. Choose the appropriate field from the list.
   
   
5. To save your changes, click Done Editing.

!note! If your employees are using the copy/paste method make sure that every time you edit an employee’s signature you send them an invitation by clicking Invite. If you are using Google Workspace integration, just make sure to tell your employees to refresh their Gmail account.!/important!

Editing and Updating Signatures

You can make changes to your signatures at any time from the Signatures page, by clicking Edit to open the Signature Editor. While editing, it's recommended to use WiseStamp's Draft feature, which lets you save a dedicated version of a signature that is undergoing changes. You can keep working on the draft for as long as you need to, with no effect on the currently published version, until you are ready to publish your changes. 

Signatures with a draft in progress are easily identified on the Signatures page by the blue bar across the bottom. To switch between the published view and the draft view, click the links provided. 

After updating a signature in the Signature Editor, you'll need to choose whether or not to save your changes. If you do NOT want to keep the changes, click Discard draft.

!warning! Use the Discard action with caution! It will delete the entire draft, not only your most recent changes. !/warning!

If you want to save your updates, click Done Editing. Then, in the popup that opens, choose one of the following options: 

• If you are happy with the changes and you are ready to apply them to the signature immediately, click Publish Changes. 
• If your changes aren't final yet, click Save draft. This saves your updates in a draft version that you can continue editing at any time.

Troubleshooting

Here are the main issues that may occur concerning this topic: