Short answer:
Set a company default email signature to apply it to all employees. This acts as the baseline before applying group rules or individual overrides.
Company default is the signature all employees receive when no group rules or individual settings are applied.
We recommend starting with a company default, then refining with group rules and individual settings where needed.
This guide covers company-wide signatures. For a full overview of all assignment methods, see How to assign email signatures in Xink.
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.
Types of email signatures
Xink supports different signature types depending on how emails are sent:
- New messages – full signature used for new emails
- Reply/Forward – shorter version used in replies and forwards
- Optional – not assigned automatically, but available for manual selection
Example: language versions or signatures for shared mailboxes
How to set the company default signature
- Go to the Signatures menu
- Find the signature you want to use
- Click the gear icon
- Select Set as New and/or Set as Reply/Forward
Alternatively:
- Click the signature name
- Select New or Reply/Forward
What happens after setting a company default?
- All employees receive this signature by default
- Group rules can override this for specific departments
- Individual settings can override both for specific users
Common questions
Does the company default override group rules?
No. Group rules and individual settings override the company default.
Do I need both New and Reply signatures?
Yes, it is recommended to use a shorter version for replies to keep email threads clean.
Can I use multiple company defaults?
No. You can only have one default per type (New and Reply/Forward).
