Signature Deployment

Once your signature is ready, deploy it to your team's email clients. AdtoSign supports multiple deployment methods for different platforms.

Quick Start

Deploy to Office 365 (most common):

1. Go to Deployment in the sidebar
2. Select your master signature
3. Choose Office 365 as target
4. Click Deploy Now
5. Signatures go live within minutes

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Deployment Methods

Office 365 (Exchange Transport Rules)

Best for: Microsoft 365 organizations
How it works: Server-side rules append signatures to outgoing emails
Time to deploy: 5-15 minutes

Setup Steps

1. Go to Deployment → Office 365
2. Select master signature to deploy
3. Choose deployment scope:
   • All Users — Everyone in organization
   • Specific Groups — Only selected departments
   • Geographic — Users in specific locations
4. Review the preview
5. Click Deploy
6. Wait for confirmation

What Happens Behind the Scenes

AdtoSign creates an Exchange Transport Rule that:

• Detects outgoing emails from your users
• Appends the appropriate signature HTML
• Handles internal vs external variants automatically
• Applies to all devices (desktop, mobile, web)

Testing Your Deployment

1. Send a test email from any user account
2. Check that signature appears correctly
3. Verify internal vs external variants
4. Confirm images load properly

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Google Workspace

Best for: Gmail-based organizations
How it works: Direct API integration sets signatures per user
Time to deploy: 10-30 minutes (depending on user count)

Setup Steps

1. Go to Deployment → Google Workspace
2. Authenticate with Google admin credentials
3. Select master signature
4. Choose target users:
   • All Google Workspace users
   • Specific organizational units
   • Individual users
5. Click Deploy to Gmail
6. Monitor progress in real-time

How It Works

AdtoSign uses the Gmail API to:

• Set signatures directly in user Gmail settings
• Support multiple signatures (if enabled)
• Apply instantly to Gmail web and mobile apps
• Work with offline Gmail

Limitations

• Replies/forwards: Google defaults "On reply/forward use" to No signature and it cannot be set via any API — each user must enable it once in Gmail → Settings → See all settings → General → Signature → "On reply/forward use" (tick "Insert signature before quoted text in replies" so it sits above the quoted thread). Orgs on the signature gateway get correct reply placement server-side instead.
• Gmail desktop client (Outlook/Apple Mail) doesn't sync
• Mobile Gmail app requires sync after deployment
• Users can manually override (rarely an issue)

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Zoho Mail

Best for: Zoho Mail users
How it works: Admin API sets organization-wide signatures
Time to deploy: 10-20 minutes

Setup Steps

1. Go to Deployment → Zoho
2. Enter your Zoho organization details
3. Authenticate with Zoho admin account
4. Select master signature
5. Choose target users
6. Click Deploy

Limitations

• Replies: the deploy requests above-quote placement, but Zoho's per-user "Signature in Replies" toggle (Settings → Signature settings) has no documented API — each user enables it once by hand. Orgs on the signature gateway get server-side reply placement instead.
• Mobile Zoho Mail app keeps its own signature; users can manually override between drift re-syncs.

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Zimbra

Best for: Zimbra Cloud, On-Prem, or Hosted organizations
How it works: SOAP API sets signatures directly in each user's Zimbra account
Time to deploy: 5-20 minutes (depending on user count)

Prerequisites

• A Zimbra directory connection must be set up (see Directory & Users)
• Users must be synced from Zimbra into AdtoSign
• Admin auth token must be valid (tokens expire ~12 hours)

Setup Steps

1. Go to Deployment -> Deploy
2. Select your master signature
3. Choose Zimbra Cloud as the target platform
4. Select target users (all assigned, or a subset)
5. Click Deploy

What Happens Behind the Scenes

For each target user, AdtoSign:

1. Obtains a delegated auth token for the user via DelegateAuthRequest (using the admin token)
2. Checks for an existing signature named "AdtoSign - Managed Signature" via GetSignaturesRequest
3. If it exists: updates it via ModifySignatureRequest
4. If not: creates it via CreateSignatureRequest
5. Points the account's signature prefs at the managed slot via ModifyPrefsRequest — zimbraPrefDefaultSignatureId + zimbraPrefForwardReplySignatureId (new mail and replies/forwards) + zimbraPrefMailSignatureStyle=outlook (above quoted text)

The signature HTML is deployed as text/html content. Images use absolute URLs hosted on AdtoSign's CDN. Because step 5 sets the reply/forward pref directly, Zimbra users get the managed signature on replies without any per-user step (unlike Gmail/Zoho, where that selection isn't API-writable).

Verifying Deployment

1. Check Deployment -> History for status
2. Log in to Zimbra Web UI as a target user
3. Go to Preferences -> Signatures
4. "AdtoSign - Managed Signature" should appear with the HTML content
5. Compose a new email to verify the signature appears

Troubleshooting

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Outlook Add-in

Best for: Mixed environments, mobile-first teams
How it works: Client-side add-in injects signatures in Outlook
Time to deploy: Requires admin center setup (up to 24 hours propagation)

Setup Steps

1. Go to Deployment → Outlook Add-in
2. Download the manifest file or copy the URL
3. Go to Microsoft 365 Admin Center
4. Navigate to Settings → Integrated Apps
5. Click Upload custom apps
6. Select Office Add-in
7. Provide the manifest URL from AdtoSign
8. Deploy to users (all or specific)

Benefits

• Works on Outlook desktop, web, and mobile
• Signatures appear in compose window
• Users can preview before sending
• Supports rich HTML formatting

Limitations

• Requires admin approval in Microsoft 365
• One-time setup per tenant
• Up to 24 hours to propagate to all users

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Signature Gateway (Tamper-Proof Stamping)

Best for: Mobile, third-party clients, and any email that bypasses native integrations
How it works: An in-transit signature gateway across 4 global regions stamps the correct branded signature on every outgoing email — tamper-proof
Time to deploy: Configured per-organization via Signature Stamping setup

What It Catches

The signature gateway catches emails that bypass the native integrations:

• iPhone Mail app and Android Gmail (no add-in support)
• Third-party email clients (Spark, Airmail, Superhuman, etc.)
• Webmail platforms without a native integration

How It Works

1. AdtoSign deploys a per-organization gateway route
2. Outgoing emails route through the regional signature gateway
3. The gateway stamps the correct branded signature in transit
4. The signature is identical to what users see on desktop

Multi-Region Architecture

• 4 primary regions: US, EU, India, APAC
• Cross-region failover: If a primary goes down, traffic routes to the DR region
• Per-organization routing: Region-aware delivery optimization per customer geography
• Encrypted connections: All database connections require validated TLS certificates

Monitoring

Health is visible on the App → Infra Status page:

• Per-region gateway and database health dots
• Deep health checks (real query to backend, not just TCP)
• Header indicator for at-a-glance status

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Manual Deployment

Best for: Small teams, unsupported platforms, or testing
How it works: Users copy-paste signature HTML
Time to deploy: Varies (manual process)

For Individual Users

1. Go to Signatures → Users
2. Find the user
3. Click Copy HTML
4. Send HTML to user
5. User pastes into email client settings

Supported Email Clients

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Deployment History

Track all your deployments.

Viewing History

1. Go to Deployment → History
2. See all past deployments
3. Filter by date, method, or status
4. View detailed logs

Understanding Status

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Updating Signatures

Full Update

Deploy a new version to all users:

1. Edit your master signature
2. Save changes
3. Go to Deployment
4. Select updated signature
5. Click Deploy — replaces previous version

Gradual Rollout

Test changes before full deployment:

1. Create test group in Directory
2. Deploy to test group first
3. Verify with test users
4. Deploy to all users once confirmed

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Troubleshooting

Signatures Not Appearing

Office 365:

• Check Exchange admin center for rule status
• Verify user is in target group
• Check rule priority (higher priority = lower number)

Google Workspace:

• Verify API permissions
• Check user has Gmail (not just Google Workspace)
• Force sync from Gmail mobile app settings

Outlook Add-in:

• Confirm add-in status in admin center (should be "Active")
• Check Outlook version (2016+ required)
• Try reinstalling add-in

Images Not Loading

• Use HTTPS URLs only
• Check images are publicly accessible
• Verify image file size (under 200KB recommended)
• Try different image format (PNG vs JPG)

Formatting Issues

• Test on multiple email clients
• Use web-safe fonts (Arial, Georgia, Times)
• Avoid complex CSS
• Check HTML validity

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Best Practices

Before First Deployment

1. Preview thoroughly — Check all user variations
2. Test internally — Send to 5-10 colleagues first
3. Verify all platforms — Outlook, Gmail, mobile
4. Check images — Confirm they load in all clients
5. Review legal — Ensure disclaimers are correct

Ongoing Maintenance

• Quarterly reviews — Check for outdated info
• Event updates — Rotate banners seasonally
• New hire process — Ensure auto-assignment works
• Monitor analytics — Watch for issues

Rollback Strategy

If issues arise:

1. Go to Deployment → History
2. Find previous working version
3. Click Restore
4. Signatures revert instantly

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FAQ

Q: How long does deployment take? A: Office 365: 5-15 min. Google: 10-30 min. Outlook Add-in: up to 24 hours.

Q: Can users override their signature? A: Depends on method: Office 365/Add-in: No. Google: Yes (rarely done).

Q: What if someone leaves the company? A: When user is disabled in directory, signature stops appearing automatically.

Q: Can I have different signatures for different teams? A: Yes — create multiple master signatures and deploy to specific groups.

Q: Do signatures work on mobile? A: Yes — Office 365 and Add-in methods work on all devices. Google works on Gmail mobile app. The signature gateway catches any email that bypasses these (iPhone Mail, Android Gmail, third-party clients) and stamps the signature in transit.

Q: How do I check if my region is healthy? A: Go to App → Infra Status for real-time health of all 4 regions, or check the colored dot in the app header.

Q: What happens if my region's database goes down? A: Traffic automatically fails over to the DR region. The India DR failover checks both the connection pooler and the direct database backend — a broken pooler bypasses to the database instead of triggering a needless DR swap.

Q: Can I schedule signature changes? A: Not directly, but you can prepare multiple signatures and swap them as needed.

Q: What happens if I delete a master signature? A: Deployed signatures stop working. Always have a replacement ready before deleting.