Signature Layout Builder Guide

Understanding Layout Types

INKY applies different signature layouts based on email type:

New mail uses your "Full company and user details" configuration. This is your complete signature with all branding elements—perfect for first impressions and external communications.

Replies and Forwards use your "Minimal company and user details" configuration. These streamlined versions prevent signature bloat in long email threads while maintaining professional identification.

Each layout can include logos, photos, footer images, and footer text (configured in earlier steps), but the field layout controls the text-based information that appears.

Building a Field Configuration

Adding Fields

Click Add field to open a dropdown menu of available fields. The fields you see depend on what you configured in the User Field Configuration section:

• Fields marked "User Modifiable" or "Read-Only" appear in the dropdown

• Fields marked "Unused/Hidden" don't appear (and show in red if already added)

• API-imported fields automatically populate when available

Common field categories:

Personal information: Employee Name, Job Title, Pronouns, Primary Email

Contact details: Work Phone, Mobile Phone, Fax Number

Location: Employee Address, Company Address

Links: User LinkedIn Link, Custom Link, Company Website Link, Social Media Links, Company Call-To-Action Link

Additional: User-Specific Licenses, Department, Custom Attributes (if Exchange custom attributes enabled)

Organizing Fields

Fields appear in your signature in the order you add them. Each field occupies one line by default.

Add new line: Click this button to insert a blank line for visual spacing. Use blank lines to group related information (like separating contact details from social links).

Remove fields: Click the X or delete icon next to any field to remove it from the layout.

Reorder fields: Drag and drop fields to rearrange them (if your interface supports it), or remove and re-add fields in your desired order.

Single-Column vs. Two-Column Layouts

Single-Column Layout (Default)

All fields stack vertically in one column. This creates a simple, mobile-friendly signature:

Best for: Simple signatures, mobile-first organizations, or when you have fewer than 6 fields.

Two-Column Layout

Enable "Use two columns for custom field configurations" to split information across left and right columns. This creates a more compact, visually balanced signature.

How it works:

• Configure left column fields first

• Configure right column fields separately

• Columns appear side-by-side in the final signature

• Each column can be independently aligned (left or right)

Example two-column layout:

Best for: Professional signatures with 7+ fields, executive-level signatures, or when you want to highlight specific information (like putting a photo or logo on one side with contact details on the other).

Column Alignment

Align Column Left: Text in that column aligns to the left edge (standard for most signatures).

Align Column Right: Text aligns to the right edge. Use this for the right column when you want fields like addresses or secondary contact info to align opposite the main details.

Building Effective Signatures

Full Details Configuration (New Mail)

This is your primary signature. Include everything recipients need to contact you and learn about your company.

Recommended structure:

Essential information (always include):

• Employee Name

• Job Title

• Primary Email

• Work Phone (or Mobile Phone)

Company branding:

• Company Address

• Company Website Link or Call-To-Action

• Social Media Links

Optional additions:

• Pronouns (if your organization supports this)

• Secondary phone numbers

• Employee Address (for remote workers or multiple offices)

• LinkedIn Link

• User-specific licenses/certifications

Example full configuration:

Left Column: 
- Employee Name 
- Job Title 
- Pronouns 
- Primary Email 
- Work Phone 
- [blank line] 
- Company Address 
- Social Media Links  

Right Column: 
- Employee Address 
- User LinkedIn Link 
- User-Specific Licenses

Minimal Details Configuration (Replies/Forwards)

Strip down to essentials. Recipients already have your full information from the initial email.

Recommended structure:

Must-have:

• Employee Name

• Primary Email

• One phone number (Work or Mobile)

Optional:

• Job Title (helps recipients remember your role)

• LinkedIn Link (for easy networking)

• Company Website (if it's a critical CTA)

Example minimal configuration:

Left Column: 
- Employee Name 
- Job Title 
- Primary Email 
- Work Phone  
Right Column: 
- User LinkedIn Link 
- Company Website Link

Field Behavior and Data Sources

How Fields Populate

API-imported fields: Automatically pull from your Microsoft 365 or Google Workspace directory if "Import From API" is enabled for that field.

User-modifiable fields: Start with API data (if available) but users can override through the User Center.

Read-only fields: Display API data; users cannot change these values.

Empty fields: If a field has no data (not in API, not entered by user), it simply doesn't appear in the signature—no blank lines or placeholders.

Address Override Logic

Standard behavior: If a user sets "Company Address Override" in their User Center, it replaces the admin-specified "Company Address" field automatically.

Exception: If you add the "Employee Address" field to your custom configuration, INKY treats both address fields as independent. Both appear exactly where you placed them with no automatic override logic.

Use case example: A company with multiple offices might want "Company Address" in the left column (showing HQ) and "Employee Address" in the right column (showing the user's specific office location).

Troubleshooting

Fields Appearing in Red

Problem: A field shows in red in your layout configuration.

Cause: You marked that field as "Unused/Hidden" in the User Field Configuration section, but it's still added to a layout.

Solution: Either (1) remove the field from the layout, or (2) change the field's status in User Field Configuration to "User Modifiable" or "Read-Only."

Fields Not Appearing in Signatures

Check these common issues:

1. No data source: The field isn't imported from API and the user hasn't entered data in the User Center

2. API access disabled: "Use Directory API Access" isn't enabled in User Signature Settings

3. Field marked as hidden: Check User Field Configuration settings

4. Wrong rollout strategy: User signatures may be in "Opt-In" mode but users haven't opted in yet

Inconsistent Field Display

Problem: Some users have certain fields, others don't.

Cause: User data varies in your directory, or users have opted out/customized their settings.

Solution:

• Audit your directory to ensure all users have complete profiles

• Set rollout strategy to "Required" if consistent signatures are mandatory

• Mark critical fields as "Read-Only" to prevent user customization

Best Practices

Keep it scannable: Don't exceed 8-10 fields in full signatures. More information reduces readability.

Prioritize contact methods: Put your primary contact method (usually email) near the top. Phone numbers should be easily findable.

Use visual hierarchy: Group related fields together with blank lines. Separate contact info from branding/social links.

Test on mobile: Two-column layouts can stack oddly on mobile devices. Review signatures on phones before rolling out.

Consider email clients: Some email clients strip formatting or images. Your text fields should still be useful without logos or photos.

Match your brand: If your company uses specific style guides for business communications, mirror that structure in signatures.

Update regularly: Audit signatures quarterly to remove outdated fields (like old social platforms) and add new ones (like emerging channels).

Advanced Tips

Executive signatures: Use two columns with photo on the left, contact details on the right. Include links to thought leadership or company news.

Sales team signatures: Prioritize call-to-action links, calendar booking links, or product demo links. Consider including upcoming availability.

Support team signatures: Include support ticket systems, knowledge base links, or help center URLs. De-emphasize personal contact info.

International teams: Consider adding country codes to phone numbers, time zones, or preferred contact hours for global teams.

Legal/Compliance: If your industry requires disclaimers, configure them in footer text rather than as fields to ensure consistency.