Customer PlaybooksBanner System — Customer Playbook

Banner System — Customer Playbook

For AdtoSign Customers | How to create, manage, and deploy campaign banners in email signatures

For AdtoSign Customers | How to create, manage, and deploy campaign banners in email signatures

What the Banner System Does

Banners are promotional or informational images that appear at the top or bottom of email signatures. They're perfect for marketing campaigns, company announcements, seasonal promotions, or event notices.

Key Capabilities

  • Campaign banners: Promotional images in email signatures
  • Date-range scheduling: Set start and end dates for campaigns
  • Recipient targeting: Show different banners to internal vs external recipients
  • Auto-replacement: Best banner automatically selected per signature
  • Image optimization: Auto-downscale to 600x200 max
  • URL ingest: Paste a URL to fetch and optimize an external image
  • Multiple banners: Create a library of banners for different campaigns

Getting Started

Creating a Banner

  1. Go to Banners in the sidebar
  2. Click Create Banner
  3. Upload an image or paste a URL:
    • Upload: Drag and drop or browse for an image file
    • URL: Paste an image URL — AdtoSign fetches and optimizes it
  4. Set the banner details:
    • Name: Internal name for the banner
    • Alt text: Accessibility text for the image
    • Link URL: Where clicking the banner goes
  5. Set targeting rules:
    • Recipient type: Internal, external, or both
    • Date range: Start and end dates
  6. Save the banner

Assigning a Banner to a Signature

  1. Go to Signatures in the sidebar
  2. Edit a master signature
  3. Go to the Banner tab
  4. Select a banner from the dropdown
  5. Save the signature
  • Maximum size: 600x200 pixels
  • Presets: 600x200, 500x150, 400x120, 300x100
  • Custom: Any size up to 600x200 (aspect-locked)
  • Auto-downscale: Images larger than 600x200 are automatically resized on save
  • URL precheck: Client rejects images >600x200 on paste (UX only)

Managing Banners

Viewing All Banners

  1. Go to Banners in the sidebar
  2. See all banners with:
    • Thumbnail preview
    • Name
    • Status (active/inactive)
    • Date range
    • Assigned signatures count

Editing a Banner

  1. Click on a banner in the list
  2. Edit the image, targeting, or date range
  3. Save — changes trigger signature recompilation
  4. Users see updated banner within 5 minutes (add-in cache TTL)

Deactivating a Banner

  1. Find the banner in the list
  2. Toggle status to Inactive
  3. The banner stops appearing in signatures immediately
  4. The banner definition is preserved for future use

Deleting a Banner

  1. Find the banner in the list
  2. Click Delete
  3. Confirm deletion
  4. The banner is removed from all assigned signatures

Recipient Type Targeting

  • Internal: Banner shows only for internal recipients (same domain)
  • External: Banner shows only for external recipients (different domain)
  • Both: Banner shows for all recipients (default)

Date Range Scheduling

  • Start date: Banner becomes active on this date
  • End date: Banner automatically deactivates after this date
  • No dates: Banner is always active (until manually deactivated)

Auto-Replacement

When multiple banners are available:

  • The system automatically picks the best banner for each signature
  • Based on priority, date range, and targeting rules
  • pickBestBannerForMasterSig handles the selection

Troubleshooting

  1. Check if a banner is assigned to the master signature
  2. Check banner status is Active
  3. Check date range (must be within start/end dates)
  4. Check recipient targeting (internal vs external)
  5. Wait 5 minutes for add-in cache to refresh
  6. Check if approval workflow is gating the change
  1. Check if the image was uploaded correctly
  2. Try re-uploading the image
  3. Check image dimensions (must be ≤ 600x200)
  4. If using URL ingest, verify the URL is accessible

Wrong Banner Showing

  1. Check if multiple banners are assigned
  2. Check auto-replacement logic (best banner selected)
  3. Check date ranges (overlapping campaigns)
  4. Check recipient targeting settings

URL Ingest Not Working

  1. Verify the URL is accessible (not behind login)
  2. Check the URL is http or https
  3. Ensure the image is a valid image format (SVG not supported)
  4. Check image size (10MB max)
  5. Private/internal network URLs are blocked (SSRF protection)

Best Practices

  1. Use date ranges: Schedule campaigns to auto-start and auto-end
  2. Target recipients: Show marketing banners only to external recipients
  3. Keep banners small: 600x200 max — large images slow email loading
  4. Use alt text: Always include accessibility text
  5. Test before deploying: Preview the banner in the signature editor
  6. One campaign at a time: Avoid overlapping banners for the same audience
  7. Deactivate don't delete: Keep banners for future reuse

References

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