E-mail signatures should reflect professional and consistent appearance for conducting business through E-mail. If you don’t develop a standard, you are leaving the door open for your staff to become amateur artists.
Dynamics Signature is the tool you need to design standard, consistent, and clean e-mail signature, that presents a professional appearance of your organization. Most importantly, images, such as company logo, included in the Email signature, are embedded in the outgoing Email, and are perfectly displayed at the recipient end.
With Dynamics Signature the administrator designs email templates, with user’s personal details like name, department, position, email address, phone number, and other fields, are merged from the CRM User entity. When the user creates a new Email activity, the signature is uploaded, and populated with the user’s personal details.
Creating Email template is a simple 1-2-3
Step 1: Create email template with Microsoft Word
Create new Word document, insert the company logo and the user details as placeholders. Placeholder contains the letters A-Z, a-z and digits 0-9, within the symbols << >> like this Email signature:
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Step 2: Import to CRM and link with fields from User entity
As signature administrator, log on to CRM with security role of System Administrator, and if you don’t have System Administrator, use any security role and add to it the Dynamics Signature Administrator role. In Settings>Email Signature
Click the Upload Signature and import the Word document to CRM. Select the document and click the button Add Fields to Signature. For each placeholder select the corresponding field name read from the User entity. Save the document. Publish.
Select the email template and click Preview. If you are happy with the results, the Email is now ready to be assigned to users, teams and queues.
|Step 3: Assign email template to users
You may only have one signature template for the whole organization or a number of templates based on language or departments. Add the Dynamics Signature User security role to all users that are allowed to have Email signature. If there are more than one template, the user can select which template, of those templates assigned to him, are best fits his role in the organization.
Note: you can add email signature to workflows.