Profiles & Deployment Strategies

Understanding Profiles

Profiles let you create different signatures for different groups of users. For example:

• Sales Team: Include CRM link and sales phone number

• Support Team: Include support hours and ticketing system link

• Executives: Include executive title and LinkedIn profile

• Regional Offices: Include office-specific address and phone

How Profiles Work

Profile Assignment Rules

A user can be associated with a single profile at any given time. When a user meets the criteria for multiple profiles, the system uses a two-tier matching system:

Tier 1 - Assignment Type (Higher Priority):

• Email address matches are always preferred over group matches

• Even if a group match has higher rule priority

Tier 2 - Rule Order (When assignment type is the same):

• Profiles are organized in priority order from top to bottom

• The highest-priority matching profile is assigned

Matching Precedence Example

Profile A: Marketing Group
Profile B: Sales Group
Profile C: john.doe@company.com (email address)

User: john.doe@company.com (member of Sales group)

Result: Profile C is assigned

Why? Email address match (Profile C) takes precedence over
group match (Profile B), regardless of rule order.

Key Principle: Assignment matching always prefers email addresses over group membership, ensuring the most specific and relevant profile is assigned.

Profile Matching Criteria

Profiles match users based on:

• Email Addresses: Specific individuals (highest priority)

• Tenant Groups: Microsoft 365 or Google Workspace groups (synchronized automatically)

• Both: Combine email and group criteria in same profile

Creating Your First Profile

Step 1: Open Profile Manager

1. Look for the Profile selector (top-right of the page)

2. Click the dropdown arrow

3. Select "Manage Profiles" at the bottom

What you'll see: A table displaying all profiles in priority order from top to bottom.

Note: Hover over a profile to see the cog (⚙️) icon for editing or the up/down arrows for reordering

Step 2: Create New Profile

1. Click "New Profile" (bottom-right)

2. Fill in profile details:

   Label: Sales Team

3. Add Email Criteria (optional):

   • Click "Add Email"

   • Type email address: sales-manager@acme.com

   • Repeat for additional emails

4. Add Group Criteria (recommended):

   • Click "Add Group"

   • Search for your Microsoft 365 or Google Workspace group: "Sales"

   • Select the group from results

   • Repeat for additional groups

   No groups showing? Groups are synchronized from your email tenant. If you don't see any groups, Domain and Directory may not be enabled. Contact your administrator or see API Access documentation for setup instructions.

5. Click Save

Step 3: Configure Profile Signature

1. In the profile dropdown, select "Sales Team"

2. Notice the badge showing "Profile: Sales Team" appears

3. Notice the alert: "Note: You are currently configuring a signature profile (New Profile) that affects only some users."
   

4. Make your changes:

   • Add sales-specific CTA

   • Include different contact info

   • Adjust styling if needed

5. Click Save

Important: Profile settings override the default. Only change settings that should differ from the default.

Profile Override System

Understanding Overrides

Profiles can be completely independent from the default policy, with their own unique settings, or they can inherit the default settings and have specific ones tailored as needed. This provides the right balance between uniformity and customization for your email signatures.

When a profile (other than Default) is selected, the UI shows a status icon next to every setting to indicate whether that setting is inherited from the team or overridden in the profile.

Override Status Icons

How it works:

1. Select a profile from the dropdown

2. Status icons appear next to each setting

3. Click the icon to toggle between inherited/overridden state

4. Make changes to overridden settings

5. Save your configuration

Override Best Practices

Override sparingly: Only override settings that need to differ from the default.

Common Profile Overrides:

• ✅ Company CTA (different call-to-action per department)

• ✅ Company Location (regional office addresses)

• ✅ Social Media Handles (department-specific accounts)

• ✅ Layout (different field arrangements for different roles)

• ✅ Images (department-specific logos or banners)

Usually Keep Inherited:

• ❌ Font Family (maintain visual consistency)

• ❌ Base Text Color (unless brand requirements differ)

• ❌ Company Name (unless truly different entities)

Advanced Profile Strategies

Strategy 1: Department-Based Profiles

Create profiles for each department:

Profiles:
1. Sales (Group: sales@acme.com)
   Override: CTA → "Schedule a Demo"

2. Support (Group: support@acme.com)
   Override: CTA → "Get Help", Support Hours

3. Engineering (Group: engineering@acme.com)
   Override: GitHub profile, minimal layout

4. Executive (Emails: ceo@, cfo@, cto@)
   Override: Executive titles, no phone

Strategy 2: Regional Offices

Different locations need different contact info:

Profiles:
1. West Coast Office
   Override: Location, Office Phone, PST timezone

2. East Coast Office
   Override: Location, Office Phone, EST timezone

3. International (EMEA)
   Override: Location, International format phone

Strategy 3: Role-Based Signatures

Tailor signatures by job function:

Profiles:
1. Customer-Facing (Sales, Support, Success)
   Override: Detailed layout, social media, CTA

2. Internal-Only (Engineering, Ops)
   Override: Minimal layout, no marketing

3. Leadership
   Override: Executive styling, LinkedIn only

Deployment Modes

Required (Recommended for Most Organizations)

How it works:

• Signatures are automatically added to all outgoing emails

• Users cannot disable signatures

• Immediate, consistent deployment

Best for:

• Organizations requiring brand compliance

• Legal/regulatory requirements

• Marketing consistency

User Experience:

✅ Signature appears automatically
ℹ️ No user action required

Stats Shown:

Required for all users
• 247 active users

Opt-In (User Chooses to Enable)

How it works:

• Users are prompted to enable signatures

• Signatures only appear after user opts in

• User controls when to start using signatures

Best for:

• Gradual rollouts

• Testing with pilot groups

• Organizations preferring user choice

User Experience:

📧 Prompt: "Enable company email signature?"
👤 User clicks "Enable"
✅ Signature appears on future emails

Stats Shown:

Opt-in (users choose to enable)
• 143 users opted in

Opt-Out (Enabled by Default)

How it works:

• Signatures are enabled for all users

• Users can disable if preferred

• Balances automatic deployment with user control

Best for:

• Soft rollouts with flexibility

• Organizations transitioning to required mode

• Giving users initial control

User Experience:

✅ Signature appears automatically
👤 User can click "Disable signature" in settings
❌ Signature removed

Stats Shown:

Opt-out (enabled by default)
• 12 users opted out

Managing Multiple Profiles

Reordering Profiles

Profiles are organized in priority order from top to bottom in the Manage Profiles table. This order matters when multiple profiles could match a user based on the same criteria type (email or group).

To change priority:

1. Open Manage Profiles

2. Hover over a profile row - up/down arrows appear

3. Click ↑ (Move Up) or ↓ (Move Down)

4. Profile priority changes immediately

5. Click Done when finished

Remember: Email address matches always take precedence over group matches, regardless of profile order. Priority order only matters when comparing the same type of match.

Example Order:

1. Executive Team (email addresses) ← Highest priority for email matches
2. West Coast Office (group)        ← Highest priority for group matches
3. East Coast Office (group)
4. Sales Team (group)
5. Support Team (group)
(Default applies if no profile matches)

Editing Profiles

1. Open Manage Profiles

2. Hover over a profile row

3. Click the ⚙️ (cog) icon that appears

4. Modify profile details:

   • Label: Display name for the profile

   • Email Addresses: Add or remove specific email addresses

   • Groups: Add or remove Microsoft 365/Google Workspace groups

5. Click Save

Tip: Groups are synchronized directly from your email tenant, ensuring your organization's structure is accurately represented.

Deleting Profiles

1. Open Manage Profiles

2. Click on a profile row

3. Click Delete Profile (bottom-left)

4. Confirm deletion

Warning: Deleting a profile removes all its overrides. Users will fall back to the next matching profile or default.

Monitoring Profile Usage

Viewing Active Profile

When editing, the current profile is shown:

• Badge (top-right): "Profile: Sales Team"

• Alert (below header): "You are editing the Sales Team profile signature"

Profile Statistics

The profile selector shows user counts:

Profile: Sales Team
📧 12 emails
👥 2 groups

Switching Between Profiles

1. Click the Profile dropdown (top-right)

2. Select a different profile or "Default"

3. Page reloads with that profile's configuration

Tip: Always verify which profile you're editing before making changes!

Deployment Workflows

Workflow 1: Pilot Group Rollout

1. Week 1: Create "Pilot" profile for 10-20 test users

   • Set deployment to Opt-In

   • Gather feedback

2. Week 2: Adjust based on feedback

   • Refine layout and content

   • Test on different devices

3. Week 3: Expand to departments

   • Create department profiles

   • Switch to Required mode

4. Week 4: Full rollout

   • Remove pilot profile

   • Monitor adoption

Workflow 2: Department-by-Department

1. Phase 1: Sales team

   • Create Sales profile

   • Set to Required

   • Monitor for 1 week

2. Phase 2: Support team

   • Create Support profile

   • Apply lessons from Sales

   • Deploy

3. Phase 3: All other departments

   • Create remaining profiles

   • Full deployment

Workflow 3: Regional Rollout

1. Headquarters First: Deploy to main office

2. Regional Offices: Create location-based profiles

3. International: Adjust for local requirements

4. Unified: Merge to single default when stable

Troubleshooting Profiles

User Getting Wrong Signature

Check:

1. Assignment precedence: Email matches always beat group matches

2. Profile order: Only matters for same-type matches (email vs email, or group vs group)

3. Email/group criteria: Verify user meets the expected criteria

4. Tenant sync: Ensure group membership is updated (Microsoft 365/Google Workspace)

Fix:

• Review Profile Assignment Rules to understand precedence

• Check if user has an email match in a different profile (takes precedence)

• Reorder profiles if comparing same criteria types

• Update criteria to be more specific

• Wait for directory sync (may take up to 1 hour)

Override Not Working

Check:

1. Status icon: Globe/Building = inherited, Person = overridden

2. Profile selected: Check badge shows correct profile name

3. Changes saved: Must click Save after creating override

Fix:

• Click the status icon to add override (lock it in)

• Verify correct profile is selected in dropdown

• Click Save after making changes

• Refresh page to confirm override is active

Profile Deleted by Accident

Unfortunately: Profile deletions cannot be undone

Workaround:

1. Create new profile with same name

2. Re-add email/group criteria

3. Reconfigure overrides

Prevention: Export profile settings by taking screenshots before major changes

Quick Reference: Profile Commands