How to Assign a Shared Email Signature to a Personal Assistant (PA)

The Personal Assistant (PA) feature allows an assistant to send emails on behalf of an executive, such as a CFO, using the executive’s email signature.

This is ideal for law firms, executive assistants, and teams where secretaries or support staff send emails on behalf of others.

Assign a Signature to a PA

1. Go to the **Xink Portal** and select the EMPLOYEES menu.
2. Search for and select the manager(s) whose signature will be used by the PA.

3. In the new window, search for and select the PA.

View Shared Signature Assignments

You can view an overview of shared signatures in the EMPLOYEES menu:

Remove a Shared Signature

1. Click the gear icon next to the employee.
2. Select Shared Signatures.
3. Click Delete to remove the shared signature assignment.

A checkmark appears next to the user’s name in the Shared Signatures view when successfully shared.

Show Partner’s Details and PA’s Contact Information 

If a PA sends emails on behalf of a partner, you can show the partner’s name and role while still displaying the PA’s own contact details.

To do this: 

1. Share the partner’s signature with the PA in Employees. 
2. Use ((shared:...)) fields for the partner’s details in the signature template. 
3. Assign this template as the PA’s New or Reply signature.

Example:  

Best regards,

((shared:DisplayName))
((shared:JobTitle))
((shared:Mobile))

On his behalf, sent by

((DisplayName))
((JobTitle))
((Mobile))

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