Short answer:
Use the individual settings in the Employees menu to assign a specific email signature to a single employee. This overrides company defaults and group rules.
Use individual employee settings when you need to assign a unique signature to a specific person or a small group—without creating a rule.
This is commonly used for:
- Executives with custom signatures
- Legal or compliance disclaimers
- Special roles or exceptions
These settings override both company default and group rules.
Individual settings override other configurations. For the full setup strategy, see How to assign email signatures in Xink.
How to assign an individual email signature
- Go to the Employees menu
- Select the employee
- Click Individual settings
- Select how the signature should be applied:
- Default
Overrides both company default and group rules for new emails - Reply/Forward
Overrides settings for replies and forwarded emails - Optional (not selected)
The employee will receive optional signatures from group or company settings
How to check which settings are applied
In the Employees menu, you can see which signature settings are applied to each employee.
When should I use individual settings?
- When only one or a few users need a different signature
- When you want to override rules without creating a new rule
- When testing a signature before rolling it out more broadly
Tip: Use rules for larger groups and individual settings for exceptions.
Common questions
Do individual settings override rules?
Yes. Individual settings always override both company defaults and group rules.
Can I combine individual settings with optional signatures?
Yes. If no individual default is selected, the employee can still use optional signatures.
Should I use rules instead?
Use rules when assigning signatures to multiple users. Use individual settings for exceptions.
