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Email Signature Synchronization

Updated

This article explains how email signature synchronization propagates updates to end-users.

  Prerequisites

  • Admin/Owner access to the tenant.
  • At least one email signature module is enabled.

Overview

Templafy Email Signature Manager runs an hourly job that checks for updates and pushes any new HTML to Azure Blob Storage.

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  Note

Google Workspace uses Gmail API to collect signatures and Azure Blob storage to fetch signature images.

 

 Important

  • A synchronization will run hourly if at least one email signature part is activated with at least one email domain added.
  • The hourly synchronization is independent of changes to User Profiles by end-users; these updates are pushed instantaneously to signatures.

Manual Synchronization

To get the Synchronization menu:

  1. Navigate to the Admin Center
  2. Click on the Email signatures section
  3. Click on More options in the ellipsis menu
  4. Click on Settings
  5. Select the Synchronization tab

From this page, the synchronization status for each solution used will be presented:

synchronization_tab.png

 Note

The date/time of the last synchronization will only update if there was a change made that required a sync:

  • Active email signature part is modified.
  • A data source a signature part depends on changes.
  • User Profile configuration changes.
  • User Group definition changes.
  • Tenant time zone changes.
  • Module license assignment changes.

Clicking on Synchronize now, will trigger a manual synchronization for all the configured setups. A synchronization progress indicator will show how far along the synchronization process is, including when the synchronization was triggered.

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 Note

Synchronizations expire after 6 hours. If an error occurs during synchronization, a new run can be forced after this expiration.

Synchronization Propagation

VSTO Add-in

Propagation occurs based on any of the following triggers:

  • Outlook application startup (PC or Outlook application restart)
  • Midnight local time
  • Triggered manually by clicking on the Edit Email Signatures button from Outlook ribbon

Web Add-in

Propagation is instantaneous since live API calls are made to Azure Blob Storage.

Email Signature Server

There is no additional propagation needed since ESS actively uses Azure Blob Storage to stamp emails.

Google Workspace

Propagation is instantaneous since live API calls are made through the Gmail API (signatures) and Azure Blob Storage (images).

Related to

Email signature email signature synchronization
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