How To Add An Email Signature

Quick links in this article:

In this article, we’ll walkthrough the steps to add an email signature template to your outbound emails, like this one:

Open

Use an email signature on your outbound emails, personalised to the user or account

Getting started

To begin, you’ll need to navigate to Configuration > Advanced > Accounts > Settings > Email > Signatures, as follows.

Open

Find signatures under global media account settings, in the Advanced area

Use + Add to create a new signature, and begin editing it. As you make changes and tweaks, save your signature to update the preview of it (you’ll need to give your signature a name before you can save it).

You can write or edit the HTML directly by clicking the HTML editor button, as follows - or write your signature into the rich text editor.

To write in your signature manually, simply start typing in the editor. You can use shortcodes like {{user.forename}} and {{user.surname}} to personalise the signature. When the signature is sent, shortcodes will be replaced with the relevant data from the user sending the message - i.e. their Forename and Surname.

A typical signature might look like this:

 

Kindest Regards,

{{User.Forename}} {{user.surname}}

Gnatta Representative

www.gnatta.com | support@gnatta.com

{{Image:logo.png, url:https://gnatta.com}}

This message is private and confidential. If you have received this message in error, please let us know and we will remove your email address from future communications.

Note that we’ve left a line break at the top - to make sure there’s always a space below the message contents sent by your agent!

Adding images 

First, upload your image file. Do that by dragging and dropping the image from your computer into the drag and drop area. Be sure to make note of the image file name.

Once you’ve uploaded your image, you’ll be able to reference it in your signature by using a shortcode, and the image file name.

You can add a hyperlinked image to link to your website using this shortcode format:

Or add an image without hyperlinking it, like this:

You must be sure the file name is exact, including spaces and capitals. Once you’ve added it, save your signature and reopen it to check it in the preview. Images will display at their actual size, so you’ll need to resize them as required before uploading.

Adding teams and users

When you’re happy with how your signature is appearing, we’d recommend saving it before applying any users, teams or accounts. This will ensure the up to date version is applied to all users.

Best practice tips

To test your signature, simply send an email from your own work email account to an email you’ve mapped the signature to, and then reply to it in Gnatta. Note that the signature will display slightly differently in Gnatta vs email clients, so we’d recommend checking in a variety of email clients such as Outlook and Gmail to be sure you’re happy with it.

Email formatting is notoriously tricky, so we’d suggest keeping the design clean and simple so it works well in a large range of email providers. It can be useful to have an internal Gnatta mail account configured to test this with - learn how to create one here: Adding Gnatta Mail Accounts .

It’s good practice to set a signature against Email Accounts rather than individual teams or users, to avoid conflicts in signatures (if users are assigned to multiple signatures and accounts things could get complicated quickly!). It’s best to reserve individual signatures for exceptional use cases.

What’s next?

If you’re happy with your email signature and how it’s displaying - you’re ready for next steps! You can create an email template to manage your header and footer, begin building an address book, or move on to configuring your routing and workflows.