The Signature merge field will look for an email signature template to use in the following order:
1. A users customised (individual) signature template.
If no such customised (individual) signature template has been set up by the CRM user then it will look for:
2. A generic signature template (used by everyone) which contains just generic info such as ‘Company Name’ and main telephone/email address.
If no generic signature template has been set up then the {{SIGNATURE}} merge field will be blank when the MailMerge box is checked.
How to set up a Customised Email Signature:
A customised email signature means that any email templates you set up and insert a 'Signature' mail merge into will use your own signature so it will be personalised from you with your name, email address and telephone number etc so the recipient can contact you directly.
To watch a short video on doing this please click here.
Alternatively here are some step by step instructions below:
Firstly create a new template called 'signature' which will be an email template itself, to find out how to do this please read below:
How to create an email template?
1. Click on the email envelop icon inside a contacts record - this will display the Pop up email window, as shown below:
2. Compose your signature that you wish to create as your 'signature' template
3. Click on the ‘Manage Templates’ hyperlink as shown in red below:
4. A new pop up window will appear for you to name the template email in the Name field for example signature as shown below.
Please make sure you type in signature in lower case text - with no upper case as in order for the signature to merge into an email it must be saved with a lower case name - as shown below:
5. Please make sure that you change the visability option for this signature template to 'Just Me' as shown above. (This is very important).
6. Then click on Create New as shown below:
7. Then once the 'signature' template is set up please then click on the Insert button to add the signature to any email template you are working in and it will automatically add your customised signature to the bottom of your email, as shown below:
8. Select the Signature drop down option as shown:
9. This will add the signature merge field into your email - please see below:
10. To link this up with your own customised signature email template you created all you need to do is to un-check and then re-check the MailMerge box as shown below:
11. Your email signature is then added to the email, as shown in the above screenshot.
12. When you are ready to send your email click on the green Send button.
How to set up a Generic Email Signature:
This is done in much the same way as the above instructions BUT instead the signature will be generic so it can be used for automated email templates that are sent out as triggers and also for emails sent from departments such as 'Accounts' or 'Sales' where the signature sign off needs to be more generic than containing 1 person's name and direct contact details.
1. Click on the email envelop icon inside a contacts record - this will display the Pop up email window, as shown below:
2. Compose your generic signature that you wish to create as a generic 'Signature' template - as shown in the example below:
3. Click on the ‘Manage Templates’ hyperlink as shown in red below:
4. A new pop up window will appear for you to name the template email in the Name field. Name your template 'Signature' as shown below.
5. Make sure you select the Visibility to 'Everyone' as shown below: (This is very important).
6. Please make sure you save this generic signature by clicking on 'Create New' as shown below:
7. Insert the generic signature into your email template by clicking on the 'Insert' button and selecting 'Signature' as shown below:
8. Click on 'Manage Templates' again to save the merge field into your template.
9. Click on the MailMerge button to see the generic signature merge into the email template - which can now be sent to your contact.
If you have any questions regarding this please don't hesitate to contact our Support Helpdesk for assistance.