Before you start creating email signatures

Published on: May 28, 2024
Edited on: November 28, 2024

In addition to documents, you can also create email signatures within eformity. However, there are a few things you need to know before you start creating email signatures. This will be discussed in this article.

How is the email signature structured?

The signature in Microsoft Outlook consists of HTML (HyperText Markup Language). The HTML contains the complete design of the signature, as well as references to data. The HTML of an email signature can look like this:

<!DOCTYPE html>
<html>
  <body style="font-family: Calibri; font-size: 11pt;">
    <!--#renderbody#-->
    Click <a href="https://eformity.freshdesk.com/solution/articles/9000162058-demo-signature-manager/en"> here </a> to view two short clips on how to change your logo and how to add a temporary line or image to your e-mail signature.<br />
    <br /> 
    <[@\Template\Closinglines\Informal]>,<br />
    <[DXEmployee["FullName"]]><br />
    <[IF DXEmployee["JobTitle"]]><i><[DXEmployee["JobTitle"]]></i><br /><[ENDIF]>
    <[IF DXEmployee["OrganizationId.LogoEmail"]]>
      <br />
      <img src="<[DXEmployee["OrganizationId.LogoEmail"]]>"<[IF DXEmployee["OrganizationId.LogoEmailWidth"]]> width="<[DXEmployee["OrganizationId.LogoEmailWidth"]]>"<[ENDIF]><[IF DXEmployee["OrganizationId.LogoEmailHeight"]]> height="<[DXEmployee["OrganizationId.LogoEmailHeight"]]>"<[ENDIF]> nosend="1" /><br />
    <[ENDIF]>
    <br />
    <span style="font-size: 9pt;"><[DXOrganization["Location.VisitAddress"]]><br />
    <[DXOrganization["Location.VisitZipcode"]]>  <[DXOrganization["Location.VisitCity"]]><br />
    <[DXOrganization["Location.Country"]]><br /></span>
    <br />
    <[IF not IsEqual(DXEmployee["EmailVariant"], "NoSocialMedia")]>
      <[IF DXEmployee["LinkedIn"]]>
        <a href="<[DXEmployee["LinkedIn"]]>"><img src="cid:linkedin" width="25" height="20" alt="LinkedIn" nosend="1" /></a>
      <[ELSE]>
        <[IF DXEmployee["OrganizationId.LinkedIn"]]>
          <a href="<[DXEmployee["OrganizationId.LinkedIn"]]>"><img src="cid:linkedin" width="25" height="20" alt="LinkedIn" nosend="1" /></a>
        <[ENDIF]>
      <[ENDIF]>
      <[IF DXEmployee["OrganizationId.Facebook"]]>
        <a href="<[DXEmployee["OrganizationId.Facebook"]]>"><img src="cid:facebook" width="25" height="20" alt="Facebook" nosend="1" /></a>
      <[ENDIF]>
      <[IF DXEmployee["Twitter"]]>
        <a href="<[DXEmployee["Twitter"]]>"><img src="cid:twitter" width="25" height="20" alt="Twitter" nosend="1" /></a>
      <[ELSE]>
        <[IF DXEmployee["OrganizationId.Twitter"]]>
          <a href="<[DXEmployee["OrganizationId.Twitter"]]>"><img src="cid:twitter" width="25" height="20" alt="Twitter" nosend="1" /></a>
        <[ENDIF]>
      <[ENDIF]>
      <[IF DXEmployee["OrganizationId.YouTube"]]>
        <a href="<[DXEmployee["OrganizationId.YouTube"]]>"><img src="cid:youtube" width="25" height="20" alt="YouTube" nosend="1" /></a>
      <[ENDIF]>
      <br />
    <[ENDIF]>
    <[IF not IsReplySignature]>
      <[IF not IsEqual(Variables.GetText("OrganizationCampaign.DisplayName"), "")]>
        <br />
        <br />
        <[IF not IsEqual(Variables.GetText("OrganizationCampaign.Url"), "")]><a href="<[%OrganizationCampaign.Url]>"><[ENDIF]>
        <[IF not IsEqual(Variables.GetValue("OrganizationCampaign.Image", null), null)]><img src="<[%OrganizationCampaign.Image]>" nosend="1" /><br /><[ENDIF]>
        <[IF not IsEqual(Variables.GetText("OrganizationCampaign.Text"), "")]><[%OrganizationCampaign.Text]><[ENDIF]>
        <[IF not IsEqual(Variables.GetText("OrganizationCampaign.Url"), "")]></a><[ENDIF]>
      <[ENDIF]><[IF not IsEqual(Variables.GetText("LocationCampaign.DisplayName"), "")]>
        <br />
        <br />
        <[IF not IsEqual(Variables.GetText("LocationCampaign.Url"), "")]><a href="<[%LocationCampaign.Url]>"><[ENDIF]>
        <[IF not IsEqual(Variables.GetValue("LocationCampaign.Image", null), null)]><img src="<[%LocationCampaign.Image]>" nosend="1" /><br /><[ENDIF]>
        <[IF not IsEqual(Variables.GetText("LocationCampaign.Text"), "")]><[%LocationCampaign.Text]><[ENDIF]>
        <[IF not IsEqual(Variables.GetText("LocationCampaign.Url"), "")]></a><[ENDIF]>
      <[ENDIF]><[IF not IsEqual(Variables.GetText("DepartmentCampaign.DisplayName"), "")]>
        <br />
        <br />
        <[IF not IsEqual(Variables.GetText("DepartmentCampaign.Url"), "")]><a href="<[%DepartmentCampaign.Url]>"><[ENDIF]>
        <[IF not IsEqual(Variables.GetValue("DepartmentCampaign.Image", null), null)]><img src="<[%DepartmentCampaign.Image]>" nosend="1" /><br /><[ENDIF]>
        <[IF not IsEqual(Variables.GetText("DepartmentCampaign.Text"), "")]><[%DepartmentCampaign.Text]><[ENDIF]>
        <[IF not IsEqual(Variables.GetText("DepartmentCampaign.Url"), "")]></a><[ENDIF]>
      <[ENDIF]>
    <[ENDIF]>
  </body>
</html>

If you use the above signature to send emails, you will see what is displayed in the image below. In this image, each element is numbered. Below the image is a brief explanation for each number.

N_1: Fixed text

Text such as 'Best regards' is fixed text in an email signature.

N_2: Name and job title

You can also include the name and job title of a user in the signature. This data is retrieved from a data source, for example, that of the employees.

N_3: Logo

The logo and other images are retrieved from the 'Images' section (in the email configuration).

N_4: Email and phone number

Email addresses and phone numbers are retrieved from a data source, just like the name and job title.

N_5: Address, phone, and fax number

Company details are also retrieved from a data source. Usually, the 'Organization' data source is used here.

N_6: Social media icons

The social media icons are retrieved from the 'Images' (in the email configuration) section. The links to the social media accounts come from the 'Organization' data source.

N_7: Temporary banner

This is a temporary banner and is often used for holidays or other events.

N_8: Fixed text

The disclaimer text, like number 1, is fixed text.

Settings for the email signature

The settings for the email signature tell the system where certain data sources are located. This is not so much for the content of the signature, but for determining which signature someone gets.

Step 1: Go to 'My subscription' on eformity.net

The email settings can be found within the web environment of eformity. Therefore, you must first log in to yourcompanyname.eformity.net. Once logged in, click on the gear icon next to the 'profile photo'.

After clicking the gear icon, a new element will open. In this new element, click on 'My subscription' to open the subscription settings.

Step 2: Open email settings

A new page will open. On the left side of the page, you will see a navigation menu. To open the email settings, click on the menu item that says 'Email settings'.

Step 3: Editing the settings

You will now see the overview of the email settings. In this overview, you can edit the settings. To edit the settings, click on the text 'Edit'. This is circled in the image below.

The email settings can now be edited. To help you further with the settings, the table below provides an explanation for each option you can edit.

Name	Description
Table for employees	The system needs to know which data source the user profiles are in. This is the DXEmployee datasource by default.
Field for variation	If variations are created, the employee can indicate via this field which variation of a signature should be used.
Default signature	This option sets the default signature for users.
Disable Roaming Signatures	This option should be kept disabled.
Table for organization	Through the organization table, it can be indicated which of these signatures should be used for that particular organization. If no signature is chosen in the organization table, the first signature is used.
Field for signature	This is the field in the organization table that sets the email signature to be used.
Field for variation	If variations are created, it can be indicated per organization via this field which variation of a signature should be used. In the email signature, a different end result can be achieved based on a variation.
Do not change default signatures of the user	This ensures that the default signature is not overridden by the 'Default signature' field in the email settings.