How do I assign email signatures in Xink? (Recommended starting point)

Short answer:
Start by setting a company default signature for everyone. Then use group rules for departments, and individual settings only for exceptions.

This guide explains how to choose the right method and how the different signature assignment options work together in Xink.

How should I assign email signatures?

Priority order

If more than one method could apply, Xink uses this order:

1. Individual settings
2. Group rules
3. Company default

Tip: Start with a company default, add group rules where needed, and use individual settings only for exceptions.

How email signature assignment works

Xink applies email signatures in the following order:

1. Individual settings (highest priority)
2. Group rules
3. Company default (fallback)

This means:

• Individual settings override both rules and defaults
• Group rules override the company default
• The company default is used when no other settings apply

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

Recommended approach:

1. Set a company default
2. Add group rules for departments or use cases
3. Use individual settings only when needed

Option 1: Company default (baseline)

The company default signature is applied to all employees unless overridden.

• Best for consistent branding across the company
• Quickest way to get started

→ Learn how to set company default signatures

Option 2: Group rules (scalable segmentation)

Group rules allow you to assign different signatures based on:

• Department (e.g., Marketing, Sales)
• Location
• Job title
• Directory groups (Active Directory / Google Workspace)
• Best for medium to large organizations
• Automatically assigns signatures based on user data

→ Learn how to assign signatures using group rules

Option 3: Individual settings (exceptions)

Individual settings let you assign a specific signature to one employee.

• Best for executives or special roles
• Useful for testing or temporary overrides

→ Learn how to assign individual signatures

Examples

Example 1: Simple setup (small company)

• Set one company default signature
• Use individual settings only if needed

Example 2: Department-based setup

• Set a company default
• Create group rules for Marketing, Sales, Support

Example 3: Advanced setup

• Company default for all users
• Group rules for departments and regions
• Individual overrides for executives

Common questions

What happens if multiple rules match?
The first matching rule (top-down) is applied.

What if no rule matches?
The company default signature is used.

Should I use rules or individual settings?
Use rules for groups and individual settings only for exceptions.

Can I combine all methods?
Yes. Xink is designed to use all three together in a layered approach.

Next steps

• Set your company default signature
• Create group-based rules
• Assign individual signatures