How to access and interact with email signature generation data?

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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
Email signature generation trend

Prerequisites

Admin or owner access in Templafy tenant
Email Signatures or Email Signatures for Office 365 module 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to download a CSV file containing more information such as the user email address, the email signature status (Valid, Outdated, No Signature), and the error description (if the users is not getting a “Valid” signature).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 total number of users in the analytics dashboard are taken from the total number of users in the Templafy tenant. This includes:
- 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 Analytics tab will apply to all users on the tenant, including Partners. The variety of distribution of email signature (VSTO/web add-ins, Email Signature Server, Gmail Signatures) makes it near to impossible for us to know which user is expected to receive a signature. Additionally, it should be noted that “Targeted module distribution for Email Signature” is only applicable to VSTO users and would ultimately exclude too many potential email signature users. The conditions to be eligible for an email signature are as followed:
1. The user profile is completed
2. At least one main signature part is assigned to the user (for example, one email signature part isn’t targeted/is applied to “Everyone”)
3. 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.

Update logic:
- End-user profile incomplete errors will automatically update once the user completes the user profile
- Admin configuration required and Temporary errors will require a synchronization to update (either by manually clicking “Synchronize now” in Email signature settings or by waiting an hour for the scheduled synchronization to take place)
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.

How to maximize the number of users "with signature"?

Most of 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
Temporary errors should be fixed by synchronizing signatures, if the issue persists after the synchronization please contact support@templafy.com

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

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

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

The data in this section cannot be downloaded

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