Creating a template for Exchange integration differs from creating a regular signature. Here we need to ensure the personal information of the signature users is pulled out from Active Directory and inserted where it is needed.
First, prepare a signature design and enter all the company-related information that has to be similar for all the employees.
To get started, please click Create a template button and you will be able to choose one of the pre-filled templates, or a blank template:
First, prepare a signature design and enter all the company-related information that has to be similar for all the employees (company name, logo, colors, banner, etc.). Like in the example:
Now it's time to work with the personal information of the employees. The personal information is not filled in the Editor. Instead, it is automatically taken from Active Directory.
To make it work, you need to have Active Directory filled with valid user data, and this data is synced with Exchange users' attributes. The user data has specific attributes that we can refer to for automatic data import and dynamically manage the signature data.
These attributes can be found in Exchange user properties:
Or by using PowerShell command:
get-user user_name | fl *
It is important to know that we need Exchange user attributes, not Active Directory attributes. This is because the data in either of those is similar, but attributes can have different names, which can cause errors.
Here is the list of most widely used User Attributes:
WindowsEmailAddress, FirstName, LastName, DisplayName, Company, Department, City, CountryOrRegion, Fax, HomePhone, Initials, Manager, MobilePhone, Notes, Office, Phone, PostalCode, StateOrProvince, StreetAddress, Title, WebPage
Once you have a list of attributes that can be used, please select the relevant attribute for every field from the drop-down menu. By placing "DisplayName" in the Name field of the editor, you will ensure that the user name is placed right where the attribute is specified in the signature template.
After you finished filling in the template, it will appear like this:
Once you save this template, you can go to Segments section and select what template should be applied to what segment/type of email.
Now any user in the segment will have this signature attached to their emails after they send it. The signature will be filled with the appropriate data according to the attributes you have used.
If you prefer to deploy different templates for external, internal, replies, and forwards, you can change that in the segment settings:
Each segment can have up to four different templates that can be used in four scenarios:
1. Outbound New Emails (all new emails going outside of your company domain)
2. Outbound Replies and Forwards (all replies and forwards going outside of your company domain)
3. Inbound New Emails (all new internal emails that are sent within your company domain)
4. Inbound Replies and Forwards (all replies and forwards that are sent within your company domain)
This will help you have a more complex signature for outbound emails and a more basic one for internal communication and replies and forwards.