Setting up an Email Signature

Enable the Email Signature for an Organizational Unit or Smart Team

1. Using the left hand menu, click on the Directory option,
2. Click on Org Units or Smart Teams, as required,
3. Select the required Organizational Unit or Smart Team,
4. On the information panel, select Configure to display the drop down menu and click on Email Signature.
5. You will be taken to the Administrate > Email Signature Management screen with the required Organizational Unit or Smart Team pre-selected.
6. Select the Signature Enabled checkbox to assign an email signature to the Org Unit or Smart Team.

Email Signatures can be:

• Organizational Units - Set for the parent OU and inherited, or explicitly set for each OU. 
• Smart Teams - Set to Enable to apply the policy to all users in the Smart Team, or to Disable to force the user's password policy to be set by the next Smart Team (set to Enable) they are part of, or the Organizational Unit if the user isn't part of any enabled Smart Team. 

Edit Signature

Once the Signature has been enabled on an Organizational Unit or Smart Team:

1. Select Edit Signature.
2. Use the editor to create the Email Signature template that you want to apply to the apply to all users within the Organizational Unit or Smart Team.
   • You can add variables to the template that will be replaced by specific information from the user's profile or organization. To open up the variables list, click on the Add variables button.

You have the option to add Preferred Pronouns to the Email Signature template by adding the AddressMeAs variable. The Preferred Pronoun displayed will default to the pronouns used for the Gender of the user, as set in their Profile, for Male (he / him/ his) and Female (she / her / hers). If the Gender specified on the Profile is set to Other, the user will be presented with an Address Me As field in the profile (as well as a field where they can specify their gender), where they can choose which pronouns they would prefer to use, including "they / them / theirs".

4. Select Update Signature.

You can add a Google Drive hosted image to a signature. Please see the Use an image in MyDrive in your signature section in the MyDrive FAQs article.

Sync Email Signatures

Email signatures are automatically synced every 24 hours.  Syncs take place via a queue mechanism so we are unable to give an exact time for the sync to take place for each domain.

1. Using the left hand menu, click on the Directory option,
2. Click on Org Units, as required,
3. Select the required Organizational Unit,
4. On the information panel, select Actions to display the drop down menu and click on Sync Email Signature.

If you make changes to the email signature of a Smart Team and want to manually sync it to users within the group, you will need to choose either the root Organizational Unit or an OU that includes all the required users and run the process above. This will sync the email signatures for all users within the OU, applying the email signature applied to the Smart Team, as priority, to any users it is relevant to.

Check a User's Email Signature

1. Using the left hand menu, click on the Directory option,
2. Click on Users,
3. Select the required user,
4. On the information panel, select Actions to display the drop down menu and click on View Email Signature.