Default Email Signatures for Domain Aliases

Please note that the ability to set signatures for Domain Alias email addresses is only for Google domains. You can only set the default signatures that will be shown. You cannot schedule email signatures to be displayed for Domain Aliases.

What is a Domain Alias?

In it's simplest form, a Domain Alias is just another name that your primary domain can be known by. 

For example, it could be a legacy name (your primary domain name has changed but some customers still deal with your company under an older name), or a brand name (your organization - primary domain - has a range of sub brands or companies within it, with each needing to trade under their specific name).

A user created within your primary domain (with a primary domain email address) may, at times, need to communicate with colleagues, contractors or customers using an email address specific to a sub brand or company. Google gives this user the opportunity to choose which email address to send the message from, and any email sent to the alias address will automatically be displayed in the primary domain address Gmail.

Google Administrators can set new domain aliases in the Google Admin Console (in the Account > Domains > Automate domains section). Refer to the Add a user alias domain or secondary domain Google Support article for more information.

What does CloudM Email Signature Management do?

When it comes to Domain Aliases, CloudM allows you to set bespoke email signatures that will be displayed depending on which email address the user decides to send the email from. 

It could be as simple as the primary email address displaying your company logo, and the domain alias email address displaying the logo of a specific brand.

The email signature can be assigned at the Root OU level (and will apply to all users by default), and on the Organizational Units and Smart Team level (which means that these signatures will replace the signature assigned at the Root OU level for any user within the team if the signature is enabled).

Assign the default Email Signature for a Domain Alias

If you set a default email signature for a domain alias at the Root OU level, please note that the signature will be applied to any email sent using the secondary domain address (e.g @seconddomain.io) unless superseded by a signature assigned on an Org Unit or Smart Team.

To assign a signature:

1. Select Signatures from the Navigation Menu,
2. Select Email Signature Management from the Sub Menu,
3. Find and select the required Organizational Unit or Smart Team from the lists.
   • The Root OU can be found at the very top of the list and has the Building icon next to it.
4. If you are assigning to an OU, decide whether to enable the Inherit signature from parent option to use the same signature as the parent OU, or disable the option to select a specific signature. Enable the Signature Sync Active option to allow the changes you make to be synced to users, or disable to save any changes as a draft without applying to users.
5. If you are assigning to a Smart Team, make sure the Enabled option is enabled.
6. If you want the signature to be associated to a domain alias rather than the Primary Email Address for the user, click on the drop down menu and select the domain that you want to add the signature to. 
   • As well as Primary email address, you will also see the main email address for your domain listed (as the second option in the list). This signature will be applied when the user has an email alias that uses the same domain name. For example, John.Smith@maincompany.io has the alias address of Technical.Content@maincompany.io. 
7. Under the Default Signature tab, you will see the current Signature that is assigned to the OU or Smart Team. If you want to change it, click on Select Signature.
8. Browse the list of your available Email Signatures (or use the Search field to filter the list) and select the signature you want to assign.
   • You can change which users information will be displayed in the previews in the Preview User field. This is useful as some profiles might have more information added to them which may not appear on other signatures.
   • You can use the Tags drop down menu to quickly search for all signatures that have a specific tag associated.
9. The selected signature will now appear under the Default Signature tab.
10. Select Save to confirm the changes.