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The Signature merge field will look for an email signature template to use in the following order:  

1. A user’s 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.

Video on Setting up an Email Signature: 

Please click here to view a short video on how to set up both a generic and a customised email signature template. 

Guide to Setting up Email Signatures: 

Please make sure you have set up both a 'generic' and a 'customised' signature template which will prevent any emails sent via the pop up email service from going out without a signature. 

In any email template you create if you want to use the signature merge field you must insert the {{SIGNATURE}} merge field into your email template - via the 'Insert' button.

By doing this – once the ‘MailMerge’ checkbox is checked an email signature will automatically be merged into the template as shown below:

To set up a ‘generic’ signature template – (this is a good back up to have in case individual CRM users do not set up their own ‘individual’ signature templates) then please follow the instructions below:

Setting up a Generic Signature Template

1. Compose a generic signature (as you would if you were putting together a email) with your company name, telephone number, email address, website address etc. 

2. Click on the Manage Templates link and name the generic signature template ‘SIGNATURE’ (make sure you use capitals) and make sure the visibility is set for ‘Everyone’.

Please note: without this generic signature being set for ‘Everyone’ the generic signature will not be applied IF a user has not set up their own customised ‘individual’ signature – hence you risk emails going out blank without any signature (even though you have inserted a signature merge field).

3. The email template will pull in the generic signature merge field (if the {{SIGNATURE}} merge field has been inserted) as shown below:

4. When the MailMerge box is checked as shown below – the ‘generic’ signature is merged into the template:

Please note: However if the user has set up their own customised ‘individual’ signature template this will be used instead of a generic signature.  

Please find instructions below for how to set up a customised ‘individual’ signature:

How to set up a customised ‘individual’ signature

1. Compose your customised signature and click on ‘Manage Templates’ to save your signature.

2. Make sure you name your customised signature as ‘signature’ (use all lowercase text) and set the visibility of the signature template as ‘Just Me’ as shown below:

Please note: It is very important that when you set up a customised email signature you remember to set the visibility as ‘Just Me’ otherwise the default ‘Everyone’ setting will be used which means that your own customised individual email signature will be pulled into ALL email templates where the {{SIGNATURE}} merge field has been inserted.

3. With your customised signature template now set up it will now pull in your own unique customised signature into the email template where the {{SIGNATURE}}  merge field has been inserted:

4. When the MailMerge box is checked your own customised signature template will be automatically merged into the email as shown below:

If you have any further questions on this please contact our Support Desk for assistance.