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With INKY's Email Signatures, you're in control. Administrators have the flexibility to roll out this feature at their own pace, using incremental adoption methods to seamlessly integrate it into their organization.
If you've reached this point, your team should have access to the Email Signatures configuration page, which can be found at this linkhere: https://app.inkyphishfence.com/settings/signatures. If you encounter an Information Panel indicating that you're not licensed or that the feature is "coming soon, " please don't hesitate to contact us at support@inky.com for assistance.
Incremental Adoption
INKY Email Signatures are built using multiple components which make up a complete signature. At a high level those components can be broken down into three sections:
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Disclaimer Text - contains appended text at the bottom of the signature.
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Enable for all Users
If you want to completely cut over all users onto signatures without
Navigate to https://app.inkyphishfence.com/settings/signatures and select the “Default” Profile from the top right profile selector.
Select “Enable support for team-wide-company signature for outbound mail” and choose the “Required” radial option.
Scroll down to the User Signature Settings
Check “Enable user-specific signatures for outbound mail” and…
Optionally, “Use Directory API Access for user-specific signature data (e.g.,
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name,
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User Signature - contains user signature specific information.
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INKY has designed each component of our Email Signatures to be used individually, yet when combined seamlessly to create a complete signature. This design approach allows administrators the flexibility to activate specific sections one at a time, making it easier to integrate the feature without disrupting existing user signatures.
Adoption Approaches
To meet your unique needs, you can choose from one of the adoption approaches outlined below for a successful rollout of INKY's Email Signatures across your organization.
Disclaimer Only
With the following options selected a team can enable Team wide disclaimer text to get added on all New Mail, and optionally, Replies and Forwards.
Check - Enable support for team-wide company signature for outbound mail.
Select - Opt-In to ensure user signatures are not automatically added. The feature is off by default, but individual users can opt-in via the User Dashboard.
(Optional) Select - Update the sender’s Sent Items folder so they can see signatures added via the outbound server. This requires Remediation API Access and only applies to mail sent from Office 365 accounts.
Leave company information blank until the “Append the following text to the bottom of the signature:” option.
Add your disclaimer text and optional select the following options.
Include footer text in signatures on replies.
Include footer text in signatures on forwards.
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After these options are selected and disclaimer text added you’ll see a preview of the team wide signature at the bottom of the page.
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Disclaimer and Footer Image
Follow the above steps to configure the disclaimer and now enable a footer image to promote anything you’d like from your organization.
Check - Include a footer image across the bottom of the signature.
A footer image should be short and wide, with an aspect ratio of width to height between 1 and 10.
It is recommended to be no longer than 600px with 450px being optimal for mobile viewing.
Image size should be as small as possible, while maintaining clarity with a maximum size of 200KB
(Optional) Include a link footer image to the following URL. This options will add an href to the footer image ensure when a recipient clicks on the image it navigates to this destination.
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Then scroll down to preview the signature that now includes a footer image and disclaimer text.
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Disclaimer, Footer Image, and Company Information
Follow the above steps and now add company information to be included in the overall signature
The Team Signature Data section includes the following:
Company name
Location
Website URL and Link text
Call-to-action URL and Link text
Logo
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primary email, department, and job title).”
Select “Save Changes”
Congratulations, Email Signatures will now apply to all mail for all users. If you want to have a custom layout for individual users or groups, create a new profile following the kb: Profiles.
User-specific signature data relies on connections to Microsoft 365 or Google Workspace through the API Access option. If the access is not granted INKY cannot pull in the default user specific information.
Incremental Adoption
The simplest way to configure incremental adoption is by using specific profiles for individuals or groups. To learn more about profiles and how their assignments work please review Profiles. The “Default” profile will always work as a catch-all rule, if enabled, that all users will match against. If the Default profile is disable, then only users matching a specific profile will get Email Signatures added to their mail.
With that in mind, follow the below steps to enable specific email addresses and/or groups to use Email Signatures:
1 - Disable Default Profile
Navigate to https://app.inkyphishfence.com/settings/signatures and select the “Default” Profile from the top right profile selector.
Uncheck “Enable support for team-wide-company signature for outbound mail.”
Scroll down to the User Signature Settings and uncheck “Enable user-specific-signatures for outbound mail.”
You’ll see a “Note: The signature is disabled under the currently displayed settings. Don't forget to enable it when ready to go live.” at the bottom where you’ll then hit “Save.”
Now that the default is disabled, we’ll need to create a new Profile and assign specific users to it.
2 - Create New Profile
At the top right of https://app.inkyphishfence.com/settings/signatures select the profile dropdown menu and click “Manage Profiles.”
In the Manage Signature Profiles popup select “New Profile”
Give the profile a Label then add either a list of email addresses or select specific groups.
Emails are a list of typed out email addresses, they are not directly pulled from Microsoft 365 or Google Workspace. However, groups are pulled directly from Microsoft 365 or Google Workspace API using the domain and directory access that must be enabled here: API Access
Select “Create” and you’ll have the newly created profile, click “Done” on the previous screen to return to the settings page.
3 - Enable New Profile
Once on the settings page use the Profile dropdown at the top right corner to select the profile you just created. You’ll know you’re editing a Profile based on the helper text at the bottom of the screen that will say
Note: You are currently configuring a signature profile ($ProfileName) that affects only some users.
From there you can enable and disable any settings and you’ll only affect the selected profile, and members of that profile.
Optionally, force enable signatures for a given profile.
Select “Enable support for team-wide company signature for outbound mail.”
Then hit the icon on the right side of the setting that looks like a skyscraper to force the settings change as an override. This will ensure that any changes made to the default policy will not affect the profile.
You will then see a green user's icon the denotes an overridden setting.
Scroll down to the User Signature Settings and select “Enable user-specific signatures for outbound mail” and “Use Directory API Access for user-specific signature data (e.g., name, primary email, department, and job title).”
Finally, optionally click on any remaining Skyscraper icons to force override any settings you don’t want inherited from the “Default” profile. This will ensure that any changes to the default will not affect a given profile - if that’s needed.
