Create Flexible Email Signatures with Check Fields

Modified on 2026-04-12 10:26:30 +0200 by Jesper Frier.

Short answer:
Use a Field Type: Check to let employees control elements in their email signature. When the checkbox is selected, content is shown; when it is not selected, the content is hidden using a CASE statement in the template.

This guide explains how you can create flexible email signature templates that allow employees to control selected elements in their own signatures.

By using Field Type: Check, you define which elements employees can turn on or off—without needing administrator involvement.

This ensures consistent company branding while still giving employees controlled flexibility.

How it works:

Admin creates a checkbox field

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Employee selects or clears the checkbox

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Signature template shows or hides content

Example: Show or hide mobile number

In this example, employees can decide whether their mobile numbers are included in their email signatures.

Step 1 — Create a field employees can control

Go to Fields in the Xink admin portal.
Click Add Field.
Enter a field name, e.g. Cello.
Set Field type (Selection) to Check.
Enable Editable by the employee.
Click Save.

Field configuration example:

Field name: Cello
Field type: Check
Editable by the employee: Enabled

Example:

Employees will now see this checkbox in their signature settings.

Step 2 — Add logic to the signature template

Update your signature template to control when the mobile number is shown.

Example:

{$$CASE(Cello)$$WHEN(False)$$THEN()$$ELSE(M: ((Mobile)) )$$}

Result:

Checked → Mobile number is shown
Unchecked (False) → Mobile number is hidden

Step 3 — Employee selects their preference

Employees can now manage this directly in their signature settings.

☑ Show mobile number
☐ Hide mobile number

Example from “Edit contact details” in the Outlook add-in:

The signature updates automatically based on the employee’s selection.

Other use cases

You can use the same approach for other optional elements:

Employee photo

Checkbox ON → Show photo
Checkbox OFF → Hide photo

Marketing banners

Banner A → Campaign banner
Banner B → Event banner
None → No banner