Employee data file

The tab Employees https://app.gsignature.com/employees allows you to manage employee data, export a list of employees with data, import missing data, filter and exclude addresses from the signature management system, and send email notifications to addresses using signature management. It also allows you to view the signature directly on the employee card.

Administrators can view the signatures installed for all employees. In addition, thanks to the new “Last installation date” column, the administrator can quickly check when the signature for a given employee was last updated. It is possible to filter by the name of the installed signature, alias, group and status (e.g. who currently has the e-mail signature set up or who has not yet had it installed).

The “Select all” function allows you to exclude multiple employees from signatures at once, which significantly streamlines the management of large teams.

In the templates section, we have also added an “Install all” button, which allows you to install the latest signatures for all employees and their aliases with one click, significantly speeding up the update process. In addition, the newly introduced menu for add-ons and templates allows for easy configuration of elements such as prefixes for phone numbers, banners or social media links, making signature management more intuitive and efficient.

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‍Filtering is possible by e-mail signatures installed name, alias, group and the status of who currently has a footer set up or to whom it has not yet been installed. In addition, you can filter which addresses are excluded from e-mail signatures or not.

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Filtering by Aliases:

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Filter by groups:

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“Download report” - with this function, we receive the entire employee records in the form of a CSV file.

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You can also download all employee signatures in .htm format using the “Download all signatures for Outlook” button and directly distribute to Outlook among employees.

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“Open the import wizard” - allows you to independently import employee data directly into the gSignature application from a CSV file.

"Excluded from e-mail signatures" marking this status excludes the address from the central signature broadcasting system and from the paid subscription. You can also mark or unmark this status on the employee's file.

IMPORTANT! BEFORE THE FIRST INSTALLATION OF THE E-MAIL SIGNATURE, we recommend that you select the people who will not use the e-mail signatures. Before the final installation of the signature, you will be able to see how it will look with all the loaded additions. This will allow you to verify if everything works as expected and make any necessary corrections.

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“Send message to employees” - enables you to send a message to everyone in the domain. An email will be sent to all users, except for those who are excluded.

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With this feature, we can notify employees about the system being implemented to manage their signatures and the option to edit their data themselves (if the administrator has given permission)

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Administrators have the option to delete installed signatures for both main email addresses and aliases. This makes it quick and easy to remove unwanted or outdated signatures, ensuring that communication is always consistent and professional.

Although the new signature deletion feature gives administrators a great deal of freedom, we recommend using it with caution. Before deleting a signature, it is worth thinking carefully about the consequences of this decision.

If you are unsure which signatures to delete, we recommend contacting our support team. Our experts will be happy to help you configure email signatures correctly in your organization.

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Here is our Tour on Managin Data Employees:

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