#Signatures

A signature is a template that is turned into a personal signature for each person. This chapter covers the signatures list, the editor, the publishing workflow and importing existing signatures. Variables and Liquid syntax are in the Template reference.

#The signatures list

Open Signatures, select an organization in the tree and you see the signatures that belong to it, plus those inherited from parent organizations. Each card shows the name, state (draft, in review, published, disabled) and the last modification time.

New signature asks for:

Import existing signature converts a signature you already use — see Importing.

#The editor

Opening a signature shows the editor.

#Parts

A signature has up to four parts, selected by the two tabs and the text-mode switch:

If a reply part is empty, the new-mail version is used for replies too. Use Edit the plain-text version (in the editor) to switch between HTML and text.

#Editing modes

If the HTML contains Liquid inside an HTML tag (for example a conditional attribute), the visual editor cannot edit it safely and tells you to use the HTML tab.

#Inserting fields and blocks

• Insert field adds a variable from the directory (name, title, department, company, phone, mobile, e-mail, office) or the organization (name, address, website, colour). The option Condition: only if present wraps it in {% if … %} so empty values leave no blank line.
• Insert block adds ready-made building blocks: Logo + name and title, Contact lines, Divider line, Button, Social links and Legal disclaimer.

#Preview

The right side shows the signature rendered for a real person.

• Preview for — any person from the directory.
• Organization — whose data (org.*) to use.
• New mail / Reply — which part to display.
• Preview source — Current editing (even unsaved), the published version, or any older version.
• View options menu — desktop or mobile width, dark background, "inside an e-mail" frame, and Hide optional fields (shows the signature for a person without title, phone and so on to test your {% if %} blocks).
• Final HTML (as sent) and Copy HTML under Advanced.

#Compatibility check

Below the editor, Compatibility check warns about things that break in mail clients:

Tip. Design for Outlook first: table-based layout, all styles inline, absolute https:// image URLs with width and height. If it looks right in Outlook it looks right everywhere.

#The publishing workflow

 Draft ──Save──▶ Draft ──Submit for review──▶ In review ──Publish──▶ Live (v1, v2, …)
                                                                     │
                                         Disable ◀──────────────────┘   Restore old version → Draft

1. Save draft — stores your work. Users still get the old published version.
2. Submit for review (Editors) — flags the draft for an Admin. The Admin sees a banner: "… sent a draft for review. Check the preview (source "Current editing") and publish."
3. Publish (Admins/Owners) — enter a comment describing the change; it becomes visible in the history and audit log. Users receive the new version with their next e-mail. The publish button is disabled until the draft is saved.
4. Disable / Enable — a disabled signature is skipped during rule evaluation; the next matching rule applies. Useful as an emergency switch.
5. Delete — permanently removes the signature and its history. A signature used by a rule cannot be deleted; remove the rule first.

#Publication history

Expand Publication history to see every version with date, author and comment. For each you can open a Preview or Restore it into the draft (then publish again if you want it live). Restoring never changes what users receive until you publish.

#Who gets this signature

The Who gets this signature panel in the editor lists the rules using it. Assign to groups or people… creates a new rule with this signature pre-selected; All rules opens the rules page. A signature that no rule uses is not delivered to anyone.

#Importing an existing signature

Switching from Outlook, CodeTwo or Signature 365? Use Import existing signature:

1. Paste the signature (copy from a sent e-mail with Ctrl+C and paste with Ctrl+V), or paste its HTML, or Load .htm file.
2. Choose the organization and whose signature it is (the person whose name, phone and e-mail are in it). Empty means you.
3. Convert. SignetMail finds that person's data in the signature and replaces it with variables ({{ user.displayName }}, {{ user.mail }} …). It shows what was replaced and how many times, and a preview.
4. Read Please check: dangerous content (scripts, event handlers) is removed for safety; elements unsupported in e-mail are dropped; unrecognised placeholders from other products remain as plain text; data that was not found is listed.
5. Name it and click Create draft. The result is only a draft; an Admin publishes it after review.

If no personal data is recognised, everyone would get the same text — double-check that you picked the right sample person.

#Good practice

• Keep one design per brand and use rules to choose it, rather than copying signatures for each department.
• Put legal text (disclaimers) in an organization custom field so Legal updates it in one place.
• Always publish with a meaningful comment.
• Test with people who lack a phone number, title or department.