How to setup filters for email signature and email campaigns

Adding filters to email signature or an email campaign allows you manage that different users in the organization will get different email signature.

Filter options

Filters can be setup based on choices made by the user in the user profile or based on the information from your company Active Directory (AD), for example:

• Email domain
• User profile 
  • Country
  • Department
  • Language

• Active Directory (claims)
  • AD user group
  • Email
  • Country
  • Department

NOTE: filters based on Active Directory can not be changed by the user

Managing signatures using filters

The primary filter option is email domain. An email domain must be set for all email signatures. 

Filter logic

Who will get what signature? When multiple email signatures have been setup it is important to know the logic of the filter options.

A user will get the first active email signature on the list where:

• User email domain matches the email "valid for" domain.
•  The users credentials matches the filter that has been setup. 

On the image below you see multiple signatures. All in this example are valid for the same email domain. So whoever matches the first signature on the list will get this. In this case the BDR team has a different email signature

By clicking on the email signature it is possible to see what filters that have been setup

• In this case the "valid domain" has been set to templafy.com (1)
• A claim based filter has been setup to filter on specific email signatures (2)
• A list of email signatures has been added (3)

All on this list will get this email signature.

Another email signature on the list has only one valid domain and no filters. If this signature was on top of the list - all users that comes from this domain will get this - regardless of what ever emails there is below where a specific filter has been setup.

IMPORTANT: email signatures that have filters setup must be higher on the list than "general" signatures that applies to all in an organization

Change the order of the signatures by clicking "Reorder"

Reorder signatures

Use the arrows to reorder the signatures

Click the red check mark when done reordering

Click on the X to cancel

How to add filters

To add filters, select the required email signature from the Email settings (1) and click Edit (2).

Select the filters (3) from the dropdown. You can edit several filters for the same signature. Then select the values of the selected filters (4), each filter can have several values.

For example, in the screenshot below, the signature will be displayed for the users, whose family name is Doe and/or Smith, located in Denmark, copenhagen and having English or Danish language indicated in thier user profile.

Remember to click save. 

If you use the same filters combination regularly, it makes sense to create user groups. Read more about user groups and how to create them here.

If you have certain user groups in your Active Directory, it's possible to assign them to email signatures as well. Read more about this functionality in the following article: https://support.templafy.com/hc/en-us/articles/360000566905-Configuring-Active-Directory-Groups-for-Email-signature