Signature System — Customer Playbook

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

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What You Can Do With AdtoSign Signatures

AdtoSign lets your organization create professional email signatures that are automatically applied to every employee's emails — no manual setup required on each person's Outlook.

Key Capabilities

• Master signatures: Design one template, deploy to all employees automatically
• Dynamic personalization: Auto-fills each user's name, title, phone, photo from your directory
• Campaign banners: Add promotional banners with start/end dates and targeting rules
• Social links: Add clickable social media icons (LinkedIn, Twitter, etc.)
• Legal disclaimers: Include compliance text in every signature
• Approval workflow: Require manager approval before signature changes go live (plan-gated)
• Delivery channels: Control whether signatures deploy via Outlook add-in, transport rule, or signature gateway

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Getting Started

Step 1: Create a Master Signature

1. Navigate to Signatures in the AdtoSign sidebar
2. Click New Signature
3. Give it a name (e.g., "Company Standard Signature")
4. Build your signature using the visual editor:
   • Logo: Upload your company logo (auto-resized)
   • Text: Add name, title, department — these auto-fill from your directory
   • Social: Add social media links with icons
   • Banner: Add a campaign banner (optional)
   • Custom HTML: Add custom HTML for advanced layouts
5. Click Save

Step 2: Assign Users

1. Go to the Signatures page
2. Click on your master signature
3. Go to the Users tab
4. Select which users or groups should receive this signature
5. Click Deploy

Step 3: Verify Deployment

1. Go to Deployment in the sidebar
2. Check the Deployment History tab
3. Look for successful deployment entries for your users
4. Have a test user compose a new email in Outlook to verify

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Managing Signature Sections

Available Section Types

Section Placement

• Inline: Section appears within the signature flow
• Full Width: Section spans the full email width (for banners/footers)
• Use the placement dropdown in the section editor to control this

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Banner Management

Creating a Campaign Banner

1. Go to Banners in the sidebar
2. Click New Banner
3. Upload a banner image (max 600x200 pixels — auto-resized if larger)
4. Set the banner name and optional click-through URL
5. Set start/end dates for the campaign
6. Configure targeting:
   • All signatures: Shows on all signatures in the org
   • Specific signatures: Select which master signatures should display this banner
   • Recipient-based: Show different banners for internal vs external recipients
7. Save and activate

Banner Targeting Rules

• Banners are resolved at send time — the correct banner is chosen based on active date range and targeting rules
• Internal vs external recipient detection uses domain matching
• If no banner matches, no banner is shown (no placeholder in production emails)
• Banner images are always optimized blobs (never hotlinked URLs)

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Approval Workflow (Plan-Gated)

If your plan includes the approval workflow feature:

How It Works

1. Non-approvers (regular users) who edit a signature or banner get a "Pending Approval" response
2. The change is saved as a pending request — the live signature is NOT changed
3. Approvers see the pending request in the Approvals page
4. Approver can Approve, Reject, or Request Changes
5. Only on approval does the change go live and trigger recompilation

Configuring Approvers

1. Go to Settings > Team
2. Find the team member who should approve changes
3. Edit their permissions
4. Enable the "Approve" permission for Signatures and/or Banners
5. Save

Delivery

A signature deploys across all active channels for each user (Outlook add-in, Exchange transport rule, signature gateway / signature gateway, and native per-mailbox for Google / Zoho / Zimbra). There is no per-signature channel tag — the same signature reaches every channel the user is provisioned on.

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Troubleshooting

My Signature Isn't Showing

1. Check directory sync: Ensure your user appears in the Directory page
2. Check master signature assignment: Verify a master signature is assigned to you
3. Check deployment: Go to Deployment > History — look for successful deployment
4. Check Outlook add-in: Ensure the AdtoSign add-in is installed in Outlook
5. Restart Outlook: The add-in caches the signature for 5 minutes

My Images Are Broken

• This usually means the signature gateway is not enabled, and the add-in is not embedding images
• Contact your IT admin to verify Signature Stamping setup or add-in deployment
• Images should never show as external links — they're embedded as inline attachments

My Banner Isn't Appearing

1. Check the banner is within its active date range
2. Check the banner is targeting your signature
3. Check if an approver needs to approve the banner assignment
4. Wait 5 minutes for the add-in cache to refresh

My Signature Changes Aren't Going Live

• If approval workflow is enabled, your changes need approver approval
• Check the Approvals page for pending requests
• If no approval workflow, wait 5 minutes for the cache to refresh
• Try restarting Outlook

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Best Practices

1. One master signature per team/department: Use groups to assign different signatures to different teams
2. Test before mass deploy: Deploy to a small group first, verify, then deploy to all
3. Keep banners timely: Set end dates so expired campaigns don't show
4. Use approval workflow for brand consistency: Require marketing/IT approval for signature changes
5. Keep images under 600x200: Banners are auto-resized but starting close to the limit gives best quality

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References

• End-User Review Module Guide