True email signature solutions for enterprise scale organizations

By Templafy | 20. April 2018

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Read more about Templafy Email Signature Manager

When you think about it, the amount of emails we send everyday is impressive. The Email Stats Report says an employee sends around 40 emails to clients, prospects, and partners on average daily. Adding up the numbers, an organization with 1,000 employees churns out around 40,000 emails in just one day. If there are an average of 250 business days per year, then annual sends run up to a whopping 10,000,000 emails. And that doesn’t even include internal emails!

While, at first glance, an email signature is nothing more than some fairly unspectacular information tagged at the end of an email composed of name, title, contact details, and a company logo (if at all),  the email signature line can be as pivotal as any other part of your corporate identity. For marketers, corporate email signatures are a valued brand space to flaunt a consistent professional image.


Use corporate email signatures to help customers recognize your brand instantly

10,000,000 emails sent out yearly. Just figure how each one of them could help promote your brand visibility if you add a professional email signature with the right bits of content.

Email signatures are a social networking tool, like an online business card. They function as an intriguing, low-cost and high-return marketing tool. They are also the most overlooked one.

More often than not, many companies leave it to their employees to design their own email signatures. While some artistically minded users might be enthusiastic about creating a signature with different fonts, colors, and animations, it’s clearly not the right strategy to convey a professional image at a business level. A clean, sleek email signature with a company logo communicates a higher level of legitimacy and competency to anyone who receives it, and it guarantees instant brand recognition for your company.

An email signature with the relevant information is a short-biography. It is a promotion tool for your business to not only create a stylistic impression, but also popularize your corporate brand.

Let’s tap into the technology behind email signatures.


The technical challenge

Anyone who has overseen the deployment of an email signature project at an organizational scale knows that the complexity of the process and the surprising inability to fully meet the intended result. This can be daunting. If you are an IT admin, you have certainly grappled with the technical challenges that email signatures pose.

In essence, there are two scenarios of how to create email signatures for company use:

  1. Signatures are set up manually by employees in Microsoft Outlook.

Outlook allows you to merge personalized user details with default company information (which can be shared via a signature template sent by the IT admin, for example) into an Outlook email signature. As this client side feature principally lets users manually modify their own signature, it is difficult for organizations to maintain a consistent email signature across users. The users could change a signature because they don’t like it, or accidentally delete vital contact information.

To avoid manual configuration by users (which, worst case scenario, equals a trial and error method), you could lock down the access to the signature feature by using group policies, but this workaround still doesn’t solve the issue that comes with generating a standard signature in the first place and pushing it out to the users.

  1. Deploy email signatures via transport rules on server level.

Another solution to apply a standard signature to all outbound emails is to use Exchange transport rules. By doing this, every email goes through this rule and then receives a signature stamp when it is sent.

While this procedure ensures that users cannot change the information displayed in their own signature, the downside is that users might not be aware that something actually happens with their emails behind the scenes after they are sent. We call this the “double sign-off” problem.

Usually, you can detect these “double sign-off” emails pretty easily: have you ever seen an email with two signatures or salutations? It happens because users have manually created their own email signature before sending it out, not knowing that a standard email signature would be tagged to the email after clicking the send button. This is pretty embarrassing when you otherwise operate with professional precision – a bad email signature can change the perception of the work you send.

The “double sign-off” problem doesn’t end there.

Until now we’ve only been talking about email signatures created for the Outlook client. But what happens if you use the browser-based Outlook Web app, for which you can create a separate email signature that is not linked to the one you use in Outlook on your PC? And of course, you could also send business emails from your iPhone or Android device via the built-in mail client or Microsoft Outlook for mobile, or you could use another third party email client using its own email signature.

See the dilemma? And these are only the challenges on the technical side.


The content challenge

The real crux with email signatures is how to combine corporate and personal information and incorporate it into a standard company email signature that is personalized to each user.

If you want to automatically create an email signature for your employees, you need to have all the right employee data at hand. But where do you source this information?

You will find an employee’s full name and email address in the company’s Active Directory (AD) – but that’s about it. Relying on AD alone to retrieve information can create two main complications when creating email signatures:

  1. Active Directory only holds limited information for email signatures.

What about professional titles? Some employees might have one that is used internally in the HR system, however want to indicate a different title while communicating with external clients. And what about phone numbers? A single employee may need to communicate different switchboard numbers, extensions and mobile phone numbers within their email signatures. And what if employees work in different languages, in multiple departments, or globally from several locations?

Relying on an AD alone doesn’t accommodate these important nuances.

  1. Active Directory is one-dimensional.

AD allows one set of data per user. This makes it impossible to create different personas and, hence, different email signatures for those personas. With AD being the sole source of information to generate signatures, users will be assigned one default corporate email signature.

With users slipping into and switching between various roles within an organization, email signatures need to reflect those different user personas to make them part of personal and corporate branding. Without a doubt, information limitations and inflexibility are AD’s weakest point.

Templafy is the smart way to solve your corporate email signature challenges

As a large enterprise, you want to make sure an email signature is added to each outgoing message with the right blend of important business information and personalized details.

This is exactly what Templafy Email Signature Management software can do for you.

Every time an email is sent or replied to, Templafy’s Email Signature feature dynamically merges company-relevant information with up-to-date personal data. It automatically attaches the right email signature created on behalf of each user with the proper look and feel to showcase your brand.

While other email signature automation providers rely on Active Directory alone to get the job done, Templafy’s software solution utilizes its dynamic built-in user profiles to retrieve all necessary information to compose the email signature. This allows Templafy to simplify the creation and management of email signatures at an enterprise scale.


Templafy email signature management software – just the right blend of branding and personalization

Templafy’s Email Signature feature’s appealing advantage lies in its capability to set up multiple personas for each user as required while maintaining a unified visual look (design, logos, disclaimer text, campaigns, etc.) across email signatures. No matter if employees write emails in several languages to communicate with customers worldwide or work from different locations – Templafy can manage all these dynamics to serve large, international corporations so customers will recognize your brand instantly.

Available for Outlook clients running on Windows, Templafy’s Email Signature feature makes the deployment of email signatures easy. With the ability to dynamically insert both corporate and personalized data, company logo, disclaimer text, campaigns, and the possibility to translate content into different languages to serve multiple user personas, Templafy is the true solution to manage email signatures company-wide for enterprise organisations.

How does Templafy’s Email Signature feature work?

Templafy’s interface is intuitive and easy to navigate. The first time that users sign in to Outlook after the email signature has been activated, they are prompted to fill out missing information. Once they have completed the form, they simply need to restart Outlook. Simple as that, the email signature is ready to use.

 

The advantages of Templafy’s Email Signature feature at a glance



  • Create multiple user profiles.

With Templafy’s Email Signature feature, you can set up and switch between several user profiles. New title, position, or phone number? Users can easily add and edit personal information in real-time through Templafy’s interface. 

  • Subscribe to other people’s user profiles.

Occasionally, employees might need to write emails on behalf of a different user. To utilize their signature, they can subscribe to that user’s profile to include the correct email signature.

  • Add disclaimer text and campaigns.

Besides disclaimer text, Templafy’s Email Signature feature allows you to insert campaigns, special messages, etc. into the email signature for a certain period of time. So, say the marketing department wants to include a Christmas greeting for customers, a conference attendance announcement, or the release of a new content piece – without IT intervention, each department can centrally update the email signatures via the Templafy admin interface to accommodate this kind of special information. To keep changes transparent, users will be notified that their email signature has been updated when they sign in to Outlook.

  • Set up email signatures for large and enterprise scale organizations.

It doesn’t matter whether you are a large organization with hundreds of thousands of users across 400 companies in 108 countries – Templafy specializes in helping enterprises like yours solve their email signature challenges, serving you with the signature you need.


An easy, dynamic way to manage email signature design across large organizations

Templafy’s Email Signature feature is the easy, dynamic way to manage email signature design across a multitude of users, business units, locations, and languages. While the current version of the feature is only available for Outlook clients running on Windows, Templafy’s developers are already working eagerly to support email signatures across different devices and platforms to make email signature management even more effortless on an enterprise scale.


Enterprise email signature management


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