How to access and interact with email signature generation data

About this article

The Analytics tab will allow admins to access an overview of the email signature generation across all users on the tenant and the main actions that can be performed to increase the overall adoption.

• Understanding email signature generation
• Email signature generation overview
  • Update Logic
• How to maximize the number of users "with signature"

• Email signature generation trend 

 

Prerequisites

Admin or owner access in Templafy tenant At least one of the Email Signature modules enabled

 

Understanding email signature generation

When accessing Email Signature tab in the Admin Center, an Analytics tab will be available to support admins and owners on the tenant understanding how well signatures are being generated for the end-users. Visual representations of the email signature generation overview and trends will be accessible through donut and graph charts. Additionally, admins/owners will also be able to download a CSV file containing more information such as the user email address, the email signature status (Valid, Outdated, No Signature), and the error description (if the users is not getting a “Valid” signature).

 

 

It should be noted that generation is different than deployment! The Analytics page will provide an overview of how signatures are being generated for the users NOT if/how the signatures are being distributed to the users. The Analytics tab will reflect all users assigned to a signature module (Email Signature VSTO Add-in, Email Signature Web Add-in, Email Signature Server for Microsoft 365, or Email Signature for Google Workspace), this may include:  Users that might not have the add-in deployed due to staged rollout, phased onboarding, or IT admin decision Not natural users like meeting rooms, parking spots (usually when SCIM is in place)

 

The conditions to be eligible for an email signature are as followed:  The user is assigned to one of the Email Signature modules  The user profile is completed At least one main signature part is assigned to the user (for example, one email signature part isn’t targeted/is applied to “Everyone”) No HTML issues on the email signature parts assigned to the user

 

Email signature generation overview

In this section, one will be able to access two different donut charts as well as a Download data

• The first chart, Total Users will provide the total number of users on the tenant (including partners) along with the percentage of users “with signature” and “without or outdated signatures”.
• The second chart, Users 'without or outdated signatures' will provide in percentage, the reason why users aren’t getting signatures (End-user profile incomplete, Admin configuration required, or Temporary errors)
• The Download data button will download a CSV file containing more information such as the user email address, the email signature status (Valid, Outdated, No Signature), and the error description (if the users is not getting a “Valid” signature).

 

The date displayed at the bottom represents the last synchronization.

 

Clarification on 'without' versus 'outdated':  Outdated: The previous generation was successful, and a signature was generated for the end-user, the previous (and potentially outdated) signature will be kept until the failing signature part is fixed and the signature generation is successful again. Without: The previous generation was NOT successful, and NO signature was generated for the end-user, the end-user will have no signature as there is no previous signature that can be used instead. Clarification on the timestamp included in the CSV file: The timestamp represents the last time Templafy tried to generate a signature for the user. This could be thought of as "Last Updated". If a synchronization is triggered, either manually or through a tenant-wide update, all timestamps will be updated as each user is checked to see if a new signature should be assigned. It is therefore expected that the majority of users' timestamps would be the same as the synchronization date. If there was no change that triggered a synchronization, the timestamp would still be up to date.

 

Update Logic

• End-user profile incomplete - automatically updates once the user completes their user profile.
• Admin configuration required & Temporary errors - requires a synchronization to update.

Reference: How does email signature synchronization work?

 

How to maximize the number of users "with signature"

Most of the issues that might impact the email signature generation should be fixable by performing the following actions:

• End-user profile incomplete issues can be fixed by contacting the end-user and requesting them to complete their default user profile. 
• Admin configuration issues can be fixed by verifying the configuration of the email signature parts as well as reviewing the validity of the HTML.

Reference: Troubleshooting Email Signature HTML Errors

1. 1. Navigate to the Analytics tab of the Email signatures module in the Admin center.
   2. Confirm (based on the donut chart "Users 'without or outdated' signatures") that issues fall under "Admin configuration required".
   3. Use the Download data button to download a CSV file containing error information such as the user email address, the email signature status (Valid, Outdated, No Signature), and the error description.
      • Example error description (a comprehensive list of error descriptions are illustrated in the table below): The value 'src' is either missing or invalid. Only binding expressions are allowed as the value of the src property of an image.

        • This error provides information to the Admin that the 'src' property of a referenced image within the email signature is not set correctly.
   4. With this information, the Admin should then navigate to the Signature manager tab of the Email signatures module and click into the appropriate component that contains the image throwing the error.
      • In this example, the Admin knows that the Signature and Campaign components contain images so those components are checked.
   5. Click on a specific element within the component and then navigate to Edit under the HTML heading.
   6. Error messages can be shown here and will point the Admin to where the issue stems from. The Admin can then update the HTML code and verify their changes using the Validate button.
      • In this example, the Admin knows to look for 'src' properties within <image> tags and can then deduce the reason for the error. 

An error message may not be shown in the Edit HTML screen if the code itself is valid. Any bindings in place may be valid from a code perspective, but may throw errors when referencing data resources for specific users.

• Temporary errors can be fixed by synchronizing signatures. If the issue persists after the synchronization, please contact Templafy Support.

When downloading the CSV file containing additional information on the email generation status per user, the following error descriptions can be found:

Responsible	Error description
User	User has not configured the default profile
Admin	Signature part configuration excludes this user
Admin	Invalid binding syntax or source value
Admin	The value 'src' is either missing or invalid. Only binding expressions are allowed as the value of the 'src' property of an image
Admin	Image contains more than one of the same property
Admin	The image tag contains the property which is not supported
Admin	The 'width' and 'height' properties of the image are required
Admin	The 'width' and 'height' properties of the image must be a number with no unit specified
Admin	The maximum allowed size '1MB' of the linked image was exceeded
Admin	The requested image URI is not valid or currently inaccessible
Admin	The type of the image is not supported
Admin	The requested image is not found in the image storage. (Gmail specific)
Templafy	Failed to save user signature to the storage. Transient error which can be fixed by retry
Templafy	Unexpected error occurred. Can be either transient error or bug in the code

 

Remember to check your Email Domain and Audience Filtering settings for generating email signatures.

 

Email signature generation trend 

This section provides an overview of the email signature generation over time on a monthly basis. The bar chart will display the email signature generation trend over the past 12 months.​

The data is refreshed daily to include the previous day  The data will be available from November 2022 onwards

 

Note: The data in this section cannot be downloaded

 

Related articles

How to edit and configure email signature parts How to design email signature parts with the HTML Editor How does email signature synchronization work?