Elevate your email communications by adding a professional email signature in Aesthetix CRM. This article provides a step-by-step guide on how to create and integrate an email signature, ensuring that all your emails are branded and informative. Learn how to include essential details like your name, position, and contact information, creating a consistent and polished impression in every message you send.
An email signature is a block of text or image that appears at the end of an email message and includes the sender's contact information, logo, and branding elements.
1. Professionalism: An email signature creates a professional impression of you and your organization.
2. Branding: Your email signature can include your company logo and other branding elements to reinforce your brand identity.
3. Contact information: It provides all your contact information in one place, making it easy for people to reach you.
4. Time-saving: An email signature saves you time by automatically adding your contact information to every email you send.
5. Marketing: Your email signature can serve as a marketing tool by including links to your website or social media pages.
6. Legal compliance: Including a disclaimer in your email signature can help protect your organization from legal issues.
Step 1: Open Settings. Start by selecting Settings to adjust your preferences.
Step 2: Go to My Profile. Next, go to My Profile to manage your personal details.
Step 3: Open the Signature section. Then, find and open the Signature section.
Step 4: Enable signature for outbound messages. Enable the signature for outbound messages with a simple click. By checking this box, you turn on a feature that automatically adds a signature to the bottom of every email being sent from your system.
Step 5: Design your email signature. Following that, design your unique email signature here. If you have an existing email signature, you can copy it into the editor and make any necessary changes. If you don't have one, you can use the editor to create a new one.
Step 6: Include your signature before replies. Now, opt to include your signature before replies if desired.
Step 7: Save your changes. Finally, confirm all changes by clicking Update Profile. After creating your signature, ensure you click the Save button once you are satisfied with the final result. This step is crucial to ensure that all necessary changes are saved and that your new signature is properly updated.
If you're an admin, you can also update a signature on behalf of another staff member instead of asking them to set it up themselves.
Step 1: Open Team Management. In Settings, select Team Management.
Step 2: Find the staff member. Locate the staff member whose signature you want to update and click Edit.
Step 3: Update the Signature section. Scroll to the Signature section and update the signature text and formatting in the editor.
Step 4: Configure the outbound options. Turn on the option to include the signature in all outgoing messages if you want it applied automatically, and choose whether to include it before quoted text in replies.
Step 5: Save your changes. Confirm the update to apply the staff member's new signature.
If you want more control over exactly where your signature appears, such as in an Email Marketing campaign or a one-to-one message from the Inbox, you can insert it with a custom value instead of relying on the automatic outbound setting.
The custom value for a user's email signature is {{user.email_signature}}. Open the email editor where you want to add the signature, click Custom Values, go to User, then select Signature to insert it.
Placing the merge field this way is especially useful in campaign emails, where you may want the signature to sit in a specific spot, such as below your closing message, rather than automatically appended to the whole email. Because this merge field depends on the user context available when the email is generated, verifying the assigned user or sender helps ensure the correct signature is inserted. If the signature appears blank or shows the wrong person's information, check the assigned user or sender on that email. For the full list of available merge fields, see Merge Fields and Custom Values Reference.
Will my signature be added to every email automatically?
Yes. When you enable the signature for outbound messages in Step 4, a signature is automatically added to the bottom of every email sent from your system.
Can I use an existing email signature?
Yes. If you already have an email signature, you can copy it into the editor in Step 5 and make any necessary changes. If you don't have one, you can build a new one directly in the editor.
Will my signature appear on replies as well?
Only if you choose to include it. In Step 6, you can opt to include your signature before replies.
Where do I manage my email signature?
Your email signature is managed under Settings > My Profile in the Signature section.
Is my signature shared across the account, or just mine?
Your email signature is set per staff user. Each team member manages their own signature under Settings > My Profile, and an admin can also update it on a staff member's behalf under Settings > Team Management.
Can I format my signature with bold text or links?
Yes. The signature editor supports basic formatting, so you can style text and include links.
My signature isn't showing up on emails I send. What should I check?
Confirm you're checking the correct staff account, and verify that the signature is enabled for outbound messages in Step 4. If you're inserting your signature with the {{user.email_signature}} custom value instead, confirm the assigned user or sender on that email is correct.
Can I insert my signature in a specific spot instead of having it added automatically?
Yes. Use the {{user.email_signature}} custom value in the email editor to place your signature exactly where you want it, such as in an Email Marketing campaign.
