Learn how to simplify email signature management by using merge fields. This lets you create flexible templates that automatically populate each employee’s data—no need to manage individual signatures.
Step-by-Step Instructions
- Create a Template with Merge Fields
Instead of maintaining a separate email signature for each employee, create a dynamic email signature template by inserting fields such as employee name, title, phone number, and more. - Field Values Are Automatically Merged
When a field is inserted, the signature will pull corresponding details for each employee from the data in your system. - How to Insert Fields
Open the signature editor and choose Insert Field to add dynamic placeholders.
- Use the Preview Function
Watch the preview to see how the final signature will look for each employee.
Working with Different vs. Shared Company Info
Multiple Company Names/Locations
If employees work under different brands or locations, manage this data per user in the Employees menu:
Same Company Name/Location
If all employees share the same company/location, you can remove the fields and apply static text in the template:
Next Steps
- Review your Employees' data to ensure all fields are filled in.
- Preview your template across departments.
- Consider using Custom Fields to include role-specific or brand-specific data.
