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Setting Up Signatures

In Document Dispatch, there is the option to create individual email signatures and integrate them into the dispatch process. This ensures that outgoing emails have a consistent appearance and that organization-specific information is automatically included. In addition to static texts, there is the possibility to use placeholders to automatically insert dynamic information such as user details or company data.

Creating a Signature

Follow these steps to create a signature:

  1. Start in the Document Dispatch Administrator role center.
  2. Use the global search to find Email Signatures and open it.
  3. Set a meaningful code for your email signature and optionally add a description.
  4. Click on Edit to modify the email signature.
  5. Navigate to the Lines section.
  6. Fill in the language code. You can add as many language codes as you like. Depending on the language configured for the customer, the appropriate signature will be used automatically.
  7. The Subject field does not need to be filled in, as it is not displayed in the signature.
  8. Fill in your desired signature in the text editor.

Info

It is possible to use placeholders for email signatures. These can be set up in the dispatch profile in the output type setup.

Creating a Signature via the HTML Editor

Follow these steps to set up a signature using the HTML Editor:

  1. Start in the Document Dispatch Administrator role center.
  2. Use the global search to find Email Signatures and open it.
  3. Set a code and a description for your email signature.
  4. Click on Edit to modify the email signature.
  5. Navigate to the Lines section.
  6. Click on General and perform the action Edit HTML.
  7. After finishing the editing, the editor can be closed. The changes will be displayed in the text editor.

Importing / Exporting a Signature

Follow these steps to import or export a signature:

  1. Start in the Document Dispatch Administrator role center.
  2. Use the global search to find Email Signatures and open it.
  3. Set a code and a description.
  4. Click on Edit to modify the email signature.
  5. Navigate to the Lines section.

  6. Click on General and select Import or Export:

    Import

    After selecting Import, a window will open where a .HTM file can be added via drag & drop or through the explorer.

    Export

    After selecting Export, a .HTM file will be downloaded. This will then be located in your system's download folder.

Deleting a Signature

Follow these steps to delete a signature:

  1. Start in the Document Dispatch Administrator role center.
  2. Use the global search to find Email Signatures and open it.
  3. Select the signature that should be deleted.
  4. Perform the action Delete in the menu bar.
  5. The signature will be deleted.

Assigning a Signature to a Dispatch Profile

In Document Dispatch, multiple email signatures can be created and flexibly assigned to individual dispatch profiles. This allows for a suitable signature to be stored for each profile and ensures a consistent appearance.

Follow these steps to assign a signature to a dispatch profile:

  1. Start in the Document Dispatch Administrator role center.
  2. Navigate to the dispatch profiles – either through the global search or via Setup → Dispatch Profiles.
  3. Select a dispatch profile to which a signature should be added.
  4. Open the Output Type Settings via Start.
  5. Navigate to the Document Dispatch Templates section.
  6. Activate the toggle for Email Signature.
  7. The previously grayed-out option Email Signature Assignment will now be available.
  8. Click on Email Signature Assignment.
  9. Fill in the Username column.
  10. In the Email Signature Code field, select the signature created earlier.
  11. Choose the Employee whose information (e.g., placeholder values) should be used.
  12. An email account can be specified but is not mandatory. If an account is provided, it will be used for dispatch. For configured signatures, this account takes precedence over the account stored in the dispatch profile.

Setting Up Placeholders for Signatures

Placeholders allow for the automatic insertion of dynamic information such as the name, position, phone number, or email address of the assigned employee.

Follow these steps to set up placeholders for a signature:

  1. Start in the Document Dispatch Administrator role center.
  2. Navigate to the Dispatch Profiles via the global search or through Setup → Dispatch Profiles.
  3. Select the desired dispatch profile.
  4. Open the Output Type Settings.
  5. Navigate to the Document Dispatch Templates section.
  6. Activate the toggle for Email Signature if it has not been done yet.
  7. Open the option Email Signature Placeholders.
  8. Set up the placeholders:
  9. Placeholder: Numbering of the placeholder, which is used in the signature as %1, %2, %3, etc.
  10. Field/Source: Selection of the data field whose value will be automatically inserted into the signature.

See also