How do I assign email signatures by groups, folders, and fields?

Short answer:
Use group rules to assign different email signatures to departments or user segments. These rules override the company default and apply automatically based on group membership, folders, or field values.

Email signatures (New/Reply/Optional) assigned via rules will override the company default signature.

You can segment users using:

• Group membership (Active Directory or Google Directory)
• Folders in Xink
• Field content (e.g., department, title, location)

Group rules are recommended for larger organizations. For smaller teams, using a company default and only applying individual settings when needed is often simpler.

Which method should I use?

• Company default
  Use when the same signature should apply to all employees
• Group rules
  Use when different signatures should apply to departments or groups
• Individual settings
  Use for exceptions or specific employees who need a unique signature

Tip: Start with a company default, then use group rules, and use individual settings only for exceptions.

How group rules work

• Rules are evaluated from top to bottom
• The first matching rule is applied
• If no rule matches, the company default is used

Option 1: Segment using group membership (IT Pro)

This method requires access to your directory service (Active Directory or Google Workspace).

If you are not from IT, skip to the next section.

Read groups from Active Directory (Azure & On-Prem)
Read groups from Google Workspace Directory

To assign signatures to multiple groups, use a semicolon-separated list (no spaces):

"Services";"TEAM FLY";"Release Manager"

Option 2: Segment using folders

You can manually group users in folders and assign rules based on folder membership.

1. Go to the EMPLOYEES section
2. Create a folder
3. Add users to the folder
4. Create a rule targeting that folder

Option 3: Segment using field values

Rules can match employee data such as department, title, or location.

Example: Assign a signature when Department = Marketing.

To manage rules:

1. Go to Preferences
2. Open Rules
3. Create or edit rules
4. Use Test to validate your setup

You can create, edit, and delete rules. Drag and drop rules to change priority (top-down order).

Examples

Example #1 – Assign to a department

Assign signatures to employees in the Marketing department.

Example #2 – Assign by phone number

Assign signatures to employees with ‘27’ in their mobile number.

Example #3 – Assign using checkbox field

Assign signatures to users where a checkbox field (e.g. “Show cell number”) is set to True.

Use:

• Equal = True → include users
• Not equal = True → exclude users

Next step

• Set company default signatures
• Set individual signatures for exceptions