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Profiles offer the versatility to not only assign specific individuals to designated signature settings, but also to select the precise layout employed for their new emails, replies, and forwards. Gain a deeper understanding of layouts by exploring here: Layouts
Getting Started
To get started creating profiles for email signatures use the profile selector to Manage Profiles.
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Manage Profiles
The 'Manage Signature Profiles' feature displays a table of profiles, organized in priority order from top to bottom. When you hover over a profile, a cog icon will appear, providing you with options to edit the profile membership or adjust the profile's priority by moving it up or down in the list.
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Profile Assignment
A user can be associated with a single profile at any given time. When a user meets the criteria for multiple profiles, the system selects the highest-priority profile that aligns with the user's email address. If the user's email doesn't match any profile, the system then assigns the top-priority profile targeting a group the user belongs to.
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Example:
Now, let's consider a user with the email address "john.doe@companyA.com" who is part of the "Sales" group. Here's how the profile assignment process would work:
In this example, even though the "Sales" group is a higher-priority rule (Profile B) than the email address criteria (Profile C), the system assigns Profile C to the user "john.doe@companyA.com" because assignment matching always prefers the email address as a higher priority. This ensures that the most relevant and specific profile is assigned to the user. |
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Profile Details
When you select the cog icon, it reveals the profile details, where you have the option to assign specific email addresses or groups to the profile. The groups are directly synchronized from Microsoft 365 or Google Workspace, ensuring that your organization's structure is accurately represented.
If you don't see any groups listed, it may be because the Domain and Directory feature is not yet enabled for your email tenant. To resolve this, you can visit our support documentation here: API Access. Here, you'll find step-by-step instructions on how to enable Domain and Directory for your specific email tenant, ensuring that your groups are correctly pulled into the system and available for assignment.
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Profile Editing
After creating and saving a profile, you can return to the 'Email Signatures' settings page, where the newly created profile will be available for selection from the 'Profile' dropdown menu. Upon selecting a profile (other than the default), new icons will appear, indicating the inheritance status of each setting.
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