Profiles
- Matthew Sywulak
Profiles allow you to have multiple signature configurations within a team. This could be useful for departments within a company that use different branding or prefer different signature behaviors. Use this dialog to create and modify meta data about profiles. Customize the signature settings for each profile on the main settings screen.
All signature settings can be overridden and customized for a subset of team members.
Match profiles to outgoing mail based on sender email address and/or tenant group membership.
When a profile other than Default is selected, the UI will show a status icon next to every setting to indicate whether that setting is inherited from the team or overridden in the profile. Clicking the status offers the appropriate action to either add an override (i.e., lock in that value) or clear an override to go back to inheriting from the team.
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.
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.
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.
The assignment process is guided by two key priorities: rule order and assignment matching. Among these, assignment matching takes precedence, prioritizing email address matches over group membership, even if the latter corresponds to a higher-priority rule. This ensures that the most relevant and specific profile is assigned to each user, enhancing the accuracy and effectiveness of the email signature management system.
Example:
Profile A:
Criteria: Belonging to the "Marketing" group
Profile B:
Criteria: Belonging to the "Sales" group
Profile C:
Criteria: Email addresses list containing john.doe@companyA.com
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:
The system checks for an email address match:
"john.doe@companyA.com" matches the criteria for Profile C.
If there had been no email address match, the system would have then checked for group membership:
The user is part of the "Sales" group, which corresponds to Profile B.
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.
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.
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.
Profiles can be completely independent from the default policy, with their own unique settings, or they can inherit the default settings and have specific ones tailored as needed. This provides the right balance between uniformity and customization for your email signatures.
Symbol | Meaning |
|---|---|
Inherited from the default profile. | |
Overridden value set on the profile directly. |
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