Signature implementation procedure

1. Requirements analysis and template design:

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• Template classification: Define different template variants depending on your needs (e.g., different positions, document types).
• Data source configuration: Decide whether data will be updated from Google Workspace or directly in the gSignature application. Configure advanced settings.
• Option to speed up template preparation: you can use the ‘e-mail signatures’ tab, where you select the creation method (Generator or Visual Editor), insert variables from the new variables panel (drag and drop), and use the ‘Save & Reinstall’ function. (Option to speed up template preparation: you can use AI Email Signature Builder (Gemini) to create and edit e-mail signatures without knowledge of HTML/CSS, including dynamic variables.)

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If you already have a template ready in the generator, you can quickly import it into gSignature along with settings and dynamic variables.

2. Preparing employee data:

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• Data cleaning: Removing duplicates, errors, and inconsistencies.
• Data completion: Adding missing information (e.g., photos, aliases, group membership).
• Employee division: Dividing employees into groups based on whether they have photos (for non-standard templates).
• Aliases: Aliases: when saving templates or add-ons, signatures are automatically reinstalled for aliases as well; in the signature content, aliases are replaced with employee data (${userEmail}, ${userName}) for consistency.

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Additionally: when sending from an alias, the system can automatically match the sender's name to the alias name.

• Groups: Define the composition of groups and assign signature variants to them.

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How does it work?

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1. Create groups: Define groups in your organization (e.g., departments, projects, locations).
2. Assign signatures: Create a unique signature with the appropriate information for each group.
3. Add users: The system will automatically assign the appropriate signature to each new user added to the group.

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Defining exceptions:

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• Main addresses: Specify addresses to be excluded from the automatic process and the option of mass exclusion by “Select all” in the Employees tab.

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3. Communication to employees with or without access to the application:

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• Information about changes: Notify employees about the changes made and how to use the new version of the application.

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• Instruction: Prepare instructional materials for users without access to the application.

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4. Testing and implementation:

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• Data validation: Thoroughly check the accuracy of employee data before installing signatures.
• Signature installation: You can apply the “Set for all” template in one of the following variants: for all employees / all aliases / employees and aliases.
• Employee management options in the “Employees” tab: Added the ability to filter by installed signature name, alias, group, and status (e.g., who currently has an e-mail signature set or who has not yet had it installed). Additionally, a new “Last installation date” column is available to make it easier to check the validity of signatures. The “Select all” function allows you to exclude multiple employees from signatures at once, which significantly improves the management of large teams.
• Before installation, you can preview the signature with the add-ons loaded; you can add the parameter utm_source=gsignature and optionally additional UTM parameters to banners/links to better measure traffic. (And in banners, you can add editable UTM parameters for precise campaign tracking.)
• As part of template management, the ability to set unique prefixes for phone numbers, mobile phones, and email icons has been added. A new menu in the add-ons section provides quick access to advanced options such as banner and social link configuration, allowing for even greater signature customization.
• It is also possible to automatically hide empty data (e.g., when someone does not have a phone) so that there are no empty fields in the signature; prefix and variable logic configuration is in Settings → Advanced → Dynamic Variables.
• Visualization of the installation process: the progress bar can show a list of all aliases and email addresses along with the implementation status for each of them.

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