Overview

Written By Matt Sywulak

Last updated 4 months ago

What are Email Signatures?

Email signatures are automatically added to outgoing emails, providing consistent branding and contact information across your organization. INKY’s email signature management gives you complete control over how your team presents itself in email communications.

🎯 Key Benefits

Professional Branding

  • Consistent Design: Ensure every email matches your brand guidelines

  • Company Information: Display logos, contact details, and CTAs

  • Social Media: Link to your organization's social profiles

Centralized Management

  • Single Source of Truth: Update signatures in one place

  • Profile-Based Targeting: Different signatures for different teams

  • Version Control: Track changes and roll back if needed

Time Savings

  • Automated Deployment: Signatures appear automatically

  • Directory Integration: Pull user data from Azure AD/LDAP

  • Bulk Updates: Change thousands of signatures instantly

🔑 Core Features

1. Visual Layout Builder

Design signatures without writing HTML:

  • Dual Layouts: Verbose (new emails) vs Minimal (replies/forwards)

  • Multi-Column: Create sophisticated layouts

2. Profile System

Target signatures to specific users:

  • Email-Based: Assign by individual email addresses

  • Group-Based: Assign by Azure AD groups

  • Inheritance: Profiles override the default signature

  • Priority: Control which profile applies when multiple match

3. Preview

See changes in real-time:

  • Sample Data: Preview with placeholder information

4. Deployment Options

Control how signatures roll out:

  • Required: All users get the signature automatically

  • Opt-In: Users choose to enable the signature

  • Opt-Out: Enabled by default, users can disable

🔐 Permissions

Different roles have different capabilities:

Permission

Read

Modify

Manage Profiles

Signature Admin

✅

✅

✅

Super Admin

✅

✅

✅

Policy Admin

✅

✅

✅

Viewer

✅

❌

❌

No Access

❌

❌

❌

🎨 What You Can Customize

Company Branding

  • Company name and location

  • Logo image (top or left)

  • Footer image/banner

  • Brand colors and fonts

User Information

  • Name, title, department

  • Contact details (phone, email, website)

  • User photos from directory

  • Custom attributes

Social Media

  • Social media handles and icons

  • Icon styles (color or monochrome)

  • Custom prefix text

  • Multiple platforms supported

Layout & Styling

  • Font family and size

  • Text and link colors

  • Field separators (|, •, -, etc.)

  • Alignment and spacing

  • Maximum signature width

📈 Typical Workflow

  1. Enable Signatures: Turn on team signatures and choose deployment mode

  2. Configure Company Info: Add your organization's branding and contact details

  3. Design Layout: Use the visual editor to arrange signature fields

  4. Customize Styling: Set fonts, colors, and spacing to match your brand

  5. Preview & Test: Use live preview to verify appearance

  6. Create Profiles (Optional): Set up targeted signatures for specific teams

  7. Deploy: Save your changes and signatures appear automatically

💡 Best Practices

Design

  • Keep It Simple: 3-5 lines of information is usually sufficient

  • Mobile-Friendly: Test how signatures look on mobile devices

  • Accessible Colors: Ensure text has good contrast

  • Optimize Images: Use compressed images for faster loading

Content

  • Essential Only: Include only necessary contact information

  • Legal Compliance: Include required disclaimers if applicable

  • Update Regularly: Review signatures quarterly for accuracy

  • Test Links: Verify all URLs work correctly

Deployment

  • Start Small: Test with a pilot group before full rollout

  • Communicate: Inform users about signature changes

  • Monitor Stats: Track opt-in/opt-out rates to gauge adoption

  • Gather Feedback: Ask users about their experience

Need Help? Check the Troubleshooting Guide for common issues and solutions.