What is a Signature Block
Signature blocks are additional components of the signature that can be appended to the main body of the signature based on the rules or conditions that you specify. Signature blocks are used where you wish to form an email signature from several sections. For example, you may wish to use a company wide signature block that contains personalised information, and then attach a different block incorporating a company logo and address information depending on the division each user works for. Finally, you may wish to append a company disclaimer.
In that example, you would configure a signature configuration document for the personalised information, then attach a signature block for each division, each containing the appropriate logo, address, and a formula to determine which signature block to use. Finally you may wish to append a company wide disclaimer to appear at the bottom of the signature.
Signature Blocks can be configured to be conditional based on whether a message is 'internal' - ie. being sent to another Outlook user within the organisation, or 'external' - ie. being sent to a user outside the organisation. In addition to this, the signature can vary based on a rule or c# script.
Signature Blocks can be re-used among multiple signature configurations within your organisation.
The diagram above, you will see two separate signature configurations - External:
(made up of a main signature, header, advert and footer), and Internal:
(made up of a main signature and company logo).
In the following example, the main signature consists of the name of the employee, address and phone number. In addition, there are four signature blocks that can be attached to the main signature:
- Header - consisting of the company's logo and social media icons for enhancing customer touch points
- Ad Banner - to promote company's products, services or current campaigns
- Legal Disclaimer - to keep your company signatures compliant according to local and regional communication laws
Signature Blocks are very handy to maintain internal/external signatures, signatures according to different departments/groups, and even signatures according to recipients.
Signature Block Overview
To start creating your Signature Blocks, on your left hand side, you will see the 'Signature designer' menu. Click on 'Signature Blocks' option >Click on 'Create New'
New Signature Block
Let us look at the various components of the New Signature Block configuration.
Save - Save Signature Block configuration
Cancel - Will take you out of this configuration without saving any changes
Send Test Email - Send a test Email (available once you save your configuration)
Full Screen - Maximise your current window
Drag and Drop items
Fields and Images are configured look ups available for use in your signature - just drag and drop into the Editor.
Signature Block Name
This is a mandatory text field used to add a name to the signature block design. By choosing a suitable name, it becomes easier for you to differentiate between the different signature block designs.
This is a free text field which can be used to add notes or provide a brief description about the signature block design. You can also mention the reasons why this signature block was created and under what conditions will it be applied.
This area is where you control how the signature is going to be applied.
This section specifies how the signature block design will be assigned.
A signature block design can be assigned in the following ways:
- All - The signature block will be appended to all emails.
- Internal Users - The signature block will be appended to all emails when at least one of the recipients is an internal user.
- External Users - The signature block will be appended to all emails when at least one of the recipients is an external user. PS: In the case where a user is sending an email to recipients that are a mix of internal and external users, the external signature block will take precedence and all recipients will receive the external signature block.
- Rule - The signature block will be applied if the result of a pre-configured Rule returns TRUE. If you select this option, you will see a new field 'Rule' appear beneath the 'Selection' field. You can select from the list of rules that you have configured or designed.
- C# Script - The signature block will be appended to the email if a C# Script returns TRUE. If you select the option, you will see a new filed 'C# Script' appear beneath the 'Selection' field. You can write your C# code in here.
- Member of Group - The signature block will be applied to a specific group from within your Active Directory (AD). If any member from within that group sends an email, he or she will have this additional signature block. If you select this option, you will see the 'BROWSE' button using which you can select the desired group from within your AD.
- Not Member of Group - The signature block will be applied if the user is not a member of the selected group. Just like the previous option, you can click on the 'BROWSE' button and select a group from within your AD.
This section specifies when to insert this signature block.
a. All Emails
- The signature block will always be inserted.
b. New emails only
- The signature block will only be inserted if the application cannot detect a "forwarded/replied to" marker in the email.
c. Replies only
- The signature block will only be inserted if the application is able to detect a "forwarded/replied to" marker in the email.
Signature Block Placement
This section specifies where to place the signature block within the email.
- The signature block is inserted after the new email and before the reply/forwarded email.
- The signature block is inserted at the top of the email.
- The signature block is inserted at the bottom of the email.
HTML Signature Block
This window allows you to create your signature design using the Menu bar as well as the drag and drop feature.
The following Editors are available to create the signature design.
Advanced Editor Create and update the signature design using the HTML Code
HTML Code Create and update the signature design using HTML Code
How to Create a Signature Block
Now that you are aware of the different components of the signature block, let us create a simple signature block which will append an ad banner at the bottom of every email. In this simple example we will upload a picture and choose the settings that will allow us to add this signature block at the bottom of all emails.
Click on Create New > Fill in Name and Description details
HTML Signature Block
To add an image you can use the Drag and drop Images option if you have the image already saved to the image library or you can switch to the Advanced Editor option to pull the image from your computer.
Select Advanced Editor option and click on the Image button
You will now see a new window which will allow you to add a new image from either the Internet or your local machine. For the sake of simplicity, we will upload an image from our local machine. Once we have selected the image, we will click on the 'Send it to the Server' button.
The image will now be visible in your window. Click on the 'Save' button to save this signature block and click on the 'Send Test Email' button to check how this signature block appears in the recipient's inbox.
For the sake of simplicity, let us send a test email to an external Hotmail account.
This is what the test email should look like in the recipient's inbox.
Congratulations ! You have successfully created your first signature block.
How to link a Signature Block to a Main Signature
From Signature Designer > Select Signatures > find the Signature you would like to link a Signature block to> Select > Edit
Select Signature Blocks using drag and drop > Save
Save the Signature configuration.
How to view Signature blocks used
Two ways to view what Signature Blocks have been applied to a Signature:
1. A summary block pops out with details on the signature block used when you hover your mouse over a Signature.
The Signature Blocks Included: lists the signature blocks used as well as the placement of the Signature blocks (H-Header, F-Footer, N-Normal)
Open up the Signature Configuration - Signature Blocks associated will appear at the bottom of the page.