How to Create Flexible Email Signatures Using Field Type Check

Modified on 2026-03-13 13:33:42 +0100 by Jesper Frier.

This guide explains how the Xink administrator can create flexible email signature templates that allow employees to control specific elements in their own signatures.

Using Field Type Check, the administrator defines which parts of the signature employees can manage. Employees can then update those options themselves without requiring changes from the Xink administrator.

This keeps the signature template consistent with company branding while still allowing employees to personalize selected elements.

Admin creates a checkbox field

↓

Employee ticks or unticks the option

↓

Signature template shows or hides content

Example: Allow employees to show or hide their mobile number

In this example, employees can decide whether their mobile number should appear in their email signature.

Step 1 — Create a field employees can control

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

Field configuration example:

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

Screenshot example:

The checkbox will now be available for employees to control.

Step 2 — Add logic to the signature template

Next, update the email signature template to display the field's value.

Example:

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

This means:

If the checkbox is ticked → the mobile number appears in the signature.
If the checkbox is not ticked (False)→ the mobile number is hidden.

Step 3 — Employee selects their preference

Employees can now manage this option themselves.

In their signature settings, they will see a checkbox such as:

☑ Show cell number
☐ Hide cell number

Screenshot example from "Edit contact details" in the Outlook add-in:

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

Other examples

The same approach can be used to allow employees to control other optional elements.

Employee headshot photo

Photo checkbox ON → Show employee photo
Photo checkbox OFF → Hide employee photo

Marketing banners

Employees can select which approved banner should appear in their signature.

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