Allow Employees to Edit Their Own Signature Fields

Short answer:
You can allow employees to edit specific parts of their email signature by enabling "Editable by the employee" on selected fields. Employees will only see fields used in their assigned signature templates.

This allows employees to manage selected signature details—such as phone numbers, images, or optional content—while maintaining overall brand consistency.

Why use this?

• Allow employees to update fields that are not centrally managed
• Give controlled flexibility (e.g. headshots, personal sign-offs, LinkedIn profiles)
• Handle fields not maintained in Entra ID (Azure AD) or Active Directory

How it works

Employees will only see fields used in their assigned signature templates.

This ensures a clean experience and avoids showing irrelevant fields.

Step-by-Step: Allow employees to edit fields

1. Click the gear icon in the top-right corner of your Xink account.
2. Go to Preferences > Fields.
3. Click the gear icon next to the field you want to edit.
4. Select Edit.
5. Enable "Editable by the employee".
6. If syncing from Entra ID (Azure AD), remove the Property name to prevent overwriting.
7. Click Save for the field, then Save again to apply changes.

How employees update their information

Employees can update their editable fields directly in the Xink Outlook Add-in (Windows, Mac, Web, Citrix, and VDI).

What this means for email signatures

Editable fields give employees flexibility while keeping templates centrally controlled.

This ensures consistent branding while allowing personalisation where needed.

Learn more

 Learn how to create a dynamic sign-off  (without maintaining multiple templates).
Explore  advanced field editing examples .