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How to share the manager email signature with the PA

This article describes how you share the manager email signature with the PA. This is a feature developed specifically for law firms.

  • Hans Gruber is the personal assistant (PA) and has a task to send emails on behalf of partners. 
  • Catherine Smith, Ben Kiesler and Don Domingo are law firm Partners and want to make their default/reply signatures available to the PA.

You will find two Shared Signature Modes in your Xink account Preferences.
Go to 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

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 scenario:

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).

  1. Select the Partners

    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:

  2. Now select the PA you want to share the default signatures with:

  3. You can always see which default signatures are shared 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.

  4. The PA now needs to open 'My contact details' in the Xink client (Windows only):

    Select the signatures:

    Click 'Save' to save the changes and then the signatures will update. 'Selection' will show when you re-check 'Shared signatures':
    Open Outlook on Windows and click 'New E-mail' to compose a new email. Right-click the default to select the signatures:


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 a 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. The scenario: 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:

  1. 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:

  2. 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:

  3. 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:

  4. 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.

  5. 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. 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.   O  nce she selects Ben Kiesler from the optional signatures list, she will receive the shared field value of Ben in her default signature.


FAQ:

Does this functionality work on Mac?

No this is only available for Windows currently.

Does this work in Outlook on Windows?
Yes, this works in Outlook versions from 2010+ on Windows. It is not available in 'Outlook on the web' and other browser versions of Outlook and Gmail.
Which signatures are made optional?
The Default email signature for those specific users selected. If these users do not have a default signature selected, then you will not see a default signature for this person.
Do we need to upgrade to make this functionality available?

You need to upgrade your installs. If you are running Xink with invitation based emails, it will upgrade itself.

How do we remove users from the list?
Find the employee you want to remove it for and click the gear in Xink admin and select 'Shared Signatures'. Then check the users you want to remove. The signatures will be removed from that person's Outlook.
What is a user had a campaign or images that I don't have?
Then they are copied over for you to use. Don't worry about that, this is handled by Xink.
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