Templafy email signature manager - how it works

Templafy email signature manager

Headlines in this article

Features

Admin interface

How it works - MS Outlook for PC

How it works - Web/Mobile devices

FAQ

Features

Centrally manage email signatures, campaigns, and disclaimers from a web interface. Email signatures can be applied directly in MS Outlook for PC or for mails sent via webmail or mobile devices. 

Admin interface 

How it works - MS Outlook for PC

Templafy Outlook Add-in saves the Templafy generated email signature in Outlook where this is normally saved

How it works - Web/Mobile devices 

Email signatures for mobile and web devices are managed via the same admin interface. The same email signature that is installed in Outlook for PC users is automatically added to the email when sent from a mobile device or webmail.

When sent from a mobile device or webmail the signature is not visible to the sender as this will be added after the user clicks "send". (but before the email leaves the client exchange server).

Email signature can be reviewed in the sent items folder

For more in information please read here

FAQ

How is the user experience for first time users?

New users: will follow an onboarding flow where they are asked to review and complete their user profile in Templafy. Then they are shown a preview of the email signature.

Existing users: are shown a preview of the email signature

When are changes to signatures and campaigns updated for a user?

Outlook on prem: All changes to email signatures and email campaigns done via the admin interface are updated for the user at first of these events

• Edit email signature from "New email" menu.
• Restart of Outlook
• Restart of PC
• At midnight local time (no user actions required)

Mobile & Web devices: All changes to email signatures and email campaigns done via the admin interface are updated for the users:

• As soon as these are saved in the admin interface.

How are users notified when their email signature is updated?

A notification will be shown from the menu in the bottom right corner of the screen with the text: "Your email signature has been updated"

How are existing email signatures handled when Templafy?

Outlook on prem: The email signature generated by Templafy will be set as default without user interaction. Existing signatures stored in Outlook will not be deleted.

Mobile & Web devices: 

• Standard device signatures like "Sent from my iPhone/Android/iPad will be automatically removed.
• Manually applied signatures need to be removed manually by the user. New users are notified about this during onboarding.

Is it possible to have more than one signature?

Yes - it is possible to have an email signature for each user profile in Templafy. The default signature will be the first one generated.

Users on mobile and webmail can only have one signature.