How to set email signatures for groups

Email signatures (New/Reply/Optional) assigned to a group of users will overwrite the company default setting (which you set in the Signature menu). You can assign signatures to a group of users via group membership in Active Directory and Google Directory via folders and field content.

We suggest rules/groups for larger companies because, for smaller companies, it is just simpler to assign company-wide email signatures and then apply unique email signatures for a few individuals when necessary.

IT Pro: Segment using group membership

This method requires knowledge of your IT infrastructure, so if you are not from IT, please read the next section, which you can set up without any technical knowledge.

IT Pro: How to read groups from Google Directory.

When using a semi-colon (no spaces before and after the semi-colon), you can apply signatures to multiple groups:


"Services";"Sales Team";"Release Manager" will assign signatures to members of Services OR TEAM FLY OR Release Manager groups:

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

Segment using folders

You create a folder in EMPLOYEES, add users, and create a rule.

Segment using field content

For users whose employee data matches a rule condition, for example, for employees located in department = Marketing, they will get the email signature settings defined in that rule.

In the Preferences menu (click on the drop-down menu below your name or click the big gear wheel):

You can Create, Delete and Edit rules.
You can move (drag & drop) rule priority (Top-down).
Those settings will apply when an employee is found in a rule (top-down priority).  

To create a new rule, click the ‘+’ button, build the rule definition and use 'Test' to validate:

Example #1 - Assign signatures to a department

Email signatures are assigned to employees in the Marketing department.

Example #2 - Assign signatures based on tel. number

Email signatures are assigned to employees with '27' in their mobile numbers.

Example #3 - Assign signatures based on the check type field

Alexander Beck has 'Show cell number' checked.

Email signatures are assigned to employees with the 'Show cell number' checked/enabled.

Use the 'equal' filter and manually type the 'True' value to define the group of your employees with 'Show cell number' checked. If you want to filter employees, who have the 'Show cell number' field not checked, then use the 'not equal' filter and manually type 'True'.

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