The EmaiI Signature Web Portal - Help Center

Mode 2: How to double your own default signature and add another employee’s details in it

This option is currently set as default to your Xink account. This allows an employee to use personal details of another user's default/reply signature. Special shared fields are included inside this signature like these ones: ((shared:Email)), ((shared:DisplayName)), etc...

Just add the word shared: with a colon before the usual dynamic field and you will get the shared field information. When you put the shared field in the signature, this will convert to the data of the shared user.

Example:

Your ''Personal Secretary'' is tasked to send emails on behalf of the ''Financial Controller'' and the ''Office Manager''. 

Steps to Follow:

Step 1. Select the Employees tab in the Main Menu and then Select the users you want to share the signatures from by checking the small boxes beside their names on the left side - In this example, Financial Controller and Office Manager. After this, Click the 'down arrow' and Select 'Share default signatures with...' as per image below: 

Step 2. You will now be given the option to select the employee that you wanted to share the signatures of employees you have selected previously. Now, for this example, we will select ''Personal Secretary'' because this is the user we want to give this option to. After selecting the user, make sure to Click Done

Step 3. To verify that ''Personal Secretary'' now has access to ''Office Manager'' and ''Financial Controller'' signatures. Go to the Employees Tab and search for ''Personal Secretary'' then Click on the small gear box icon located at the right side of the employees name and Select Shared Signatures. This will pop up a box showing you the list of the signatures that ''Personal Secretary'' can use. 

Step 4. After completing the steps above. You will now go to the Signatures Tab in the Main Menu, then choose the default/reply/optional signature ''Personal Secretary'' is using and add the shared fields in the areas you need. Make sure to Click OK on the lower right area to save when you're finished.

Step 5. (Windows Users Only) Wait until the automatic synchronization from Xink is done or click on 'Update Now' to get the updates from Xink immediately. (Only if you cannot wait for the automatic sync)                                                                          

Step 6. Go back again to the Xink Client and Click on My Contact Details. Look for the Shared Employee Signatures area and make sure to place a check mark on the boxes beside the names of the persons that you want this user to be able to use. Once you are done with your selection, Click Save.

Now that you're done with the steps provided above, you can now go to Microsoft Outlook and create a New Email. You will see that after selecting the Signature or right clicking on your default signature, you have the option to use the shared signatures assigned and selected on your account following the Special Shared Fields you have previously set.

FAQ:

Does this functionality work on Mac?

No, this is only available for Windows PC's only at this stage.

Does this work with Microsoft Outlook on Windows?
Yes, this works in Outlook versions 2010+ and above. It's not available in 'Outlook on the web' and other browser versions of Outlook or Gmail.
Which signatures are made optional?
The default email signature for those specific users selected. If these users do not have a default signature selected, then you will not see a default signature for this person.
Do we need to upgrade the Xink Client to make this functionality available?

Yes, you need to upgrade your Xink Client to the latest version. If you are running the Xink Client via the invitation based emails, then there's no need to do so as it upgrades itself automatically.

How do we remove users from the Shared Signatures?
Find the user shared with the signature on the Xink Portal under Employees Tab and Click the gear icon on Xink Admin then select 'Shared Signatures'. Check the users you want to remove from the list and Click on Delete Selected. The signatures previously shared will now be removed from that person's Outlook.
What if a user had a campaign or image that I don't have?
They are automatically copied over for you to use and you wouldn't have to worry because this is already taken care of by Xink.

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