This article describes how you can allow one or more users to use another user's default/reply email signature or insert another user's info in your default/reply signature.
- Catherine Smith is secretary and has a task to send emails on behalf of partners.
- Ben Kiesler and Don Domingo want to make their default signature available for other users.
You will find two Shared Signature Modes in your Xink account Preferences.
Go Preferences/General/Preferences/Shared Signature Mode and choose the preferable mode from the drop-down list:
- Share the default signature from the other user
- Double your own default signature and add another employee’s details in it
Share the default signature from the other user
If you choose the Share the default signature from the other user mode, then you shouldn't set any shared fields in your default template. You will automatically get the Default/Reply signature from the shared user, the user whose signatures you shared with yourself.
Hans Gruber is the PA for 3 Partners (Ben Kiesler, Catherine Smith, and Don Domingo). When sending email on behalf of those partners, Hans Gruber needs access to their default signatures in his Outlook (Windows only).
First, we need to select users and add permissions, then the end user will be able to select which signatures should be made available in Outlook.
Select Users for Signature Sharing
Go to EMPLOYEES section in the main menu and select the users by checking them. Then click the 'down arrow' and select 'Share default signatures with...' as shown here:
Now select the user you want to share their default signatures with:
We select 'Hans Gruber' because this is the person we want to give this option to.
You can always see which users' default signatures have been shared with by selecting a user and click the gear and choose 'Shared signatures':
This is also where you can delete shared signatures so they are not available anymore.
Selecting other users' default signatures
The end user now needs to open 'My contact details' in the Xink app (Windows only):At the end of the possibilities for editing contact details a new section appears where you can select the default signatures that were just made available for you. In this case, we select them all to make them all available as optional signatures in Outlook:
Click 'Save' to save the changes and then the signatures will update. When you click 'New E-mail' in Outlook to compose a new email you can see these users' signatures available in the list and viola you can use another user's default email signature.
Double your own default signature and add another employee’s details in it
Double your own default signature and add another employee’s details in it mode is set by default in your Xink account.
This mode allows the sender to use personal details of another user inside his default/reply signature. For this, special shared fields are included inside this signature like the next ones: ((shared:Email)), ((shared:DisplayName)). Just add the word shared: with colon before the usual for you dynamic field and you will get the shared field.
When you put the shared field in the signature, you will see in its place the data of the shared user.
Catherine Smith is secretary and has a task to send emails on behalf of partners - Ben Kiesler and Don Domingo.
In this case, follow the next steps:
Go to EMPLOYEES section in the main menu and select the users for Signature Sharing by checking them - Ben Kiesler and Don Domingo .
Then click the 'down arrow' and select 'Share default signatures with...' as shown here:
Now select the user you want to share their default signatures with. We select 'Catherine Smith' because this is the person we want to give this option to:
You can always see which users' default signatures have been shared with by selecting a user and click the gear and choose 'Shared signatures'.
This is also where you can delete shared signatures so they are not available anymore:
Then go to the SIGNATURES section in the main menu, choose Catherine's Default/Reply signature and put the shared fields on the place you need.
Before Catherine click Update Now in the tray on her PC, she should go first to My Contact Details dialogue in the Xink app (Windows only), find Shared Employee Signatures in the list and put a check mark opposite that user, whose shared fields she wants to use in her signature. It can be one or several shared users. Then Catherine should save the edits in My Contact Details dialogue and Updating will come automatically.
6. If the check box opposite the user is marked, then Catherine will see the name of the shared user together with the signature in her optional signatures' list and be able to work with them. Once she selects Ben Kiesler from the optional signatures list, she will receive the shared field value of Ben in her default signature.
No this is only available for Windows currently.
You need to upgrade your installs. If you are running Xink with invitation based emails, it will upgrade itself.