Sigsync : A Guide to Our Offering
Introduction
Sigsync is a powerful Office 365 email signature service that offers a wide range of features at a competitive price point, making it an ideal solution for individuals, small businesses, and large-scale enterprises alike. With Sigsync, you can easily create and manage professional email signatures and disclaimers that are consistent across your entire organization. It supports all the devices including mobile and can easily manage using a centralized web-based dashboard.
Its WYSIWYG signature editor is not only intuitive and user-friendly, but it also empowers you to effortlessly create and customize professional email signatures that are perfectly aligned with your brand's unique style and messaging, without the need for any coding or design skills.
Additionally, Sigsync offers a cost-effective pricing module that is tailored to meet the needs of businesses of all sizes, making it an affordable solution for those looking to improve their email signature management without breaking the bank.
Email Signature Basics
Email signature serves a crucial role in your online communication as it helps establish your identity and reinforces the credibility of your company. It assures your recipients that they are communicating with a real person and not a bot, building trust and rapport with them.
How Sigsync addresses your Business Requirements
- Manage signatures for the entire team / company in one place, with ease and simplicity.
- Create professional email signatures effortlessly using a user-friendly editor.
- Incorporate company's logos, taglines, and branding elements to enhance brand awareness.
- Able to schedule marketing campaigns and insert links to social media profiles, special offers, and promotions.
- Easily add legal disclaimers to email signatures to ensure legal compliance, confidentiality, or copyright protection.
- Collect real-time feedback, improve customer service, and conduct customer satisfaction surveys through email signatures.
- Easily toggle between signatures based on job title, department, or reply / forward emails.
Keys to Success:
- Brand Consistency - Keeping every signature on a brand is the key to success. It reinforces your brand's values, creates a cohesive image, and helps your business stand out. Establish clear guidelines for design and implementation to maintain consistency and reinforce your brand identity.
- Company Consistency - Consistent email signatures among employees are crucial for reinforcing your company's branding. Every email sent from your business reflects your branding and helps to establish a strong and recognizable brand image.
- Links - Including links to your homepage and social media in your email signature makes it easier for recipients to contact you and subtly promotes your online presence. Placing links at the bottom of your signature helps recipients locate this information quickly.
- Legal Disclaimers - It is required by regulations for every email you send. The content of the disclaimer should be tailored to your business needs, such as confidentiality or copyright protection. Adding a disclaimer to your email signature ensures it's included in every email you send.
- Keep it Simple - Do not overload the signature with tons of text, icons, or links.
Security and Compliances
Sigsync adheres to Microsoft's email flow guidelines and leverages Azure cloud services for email processing. Additionally, it is ISO/IEC 27001:2013 certified and uses OAuth 2.0 secured authentication with TLS encryption. It is also GDPR and HIPAA compliant, guaranteeing the highest level of security and privacy for email communications
Security: Click here for Security.
ISO Certified and GDPR compliant: Click here for GDPR compliance.
HIPAA compliant: Click here for HIPAA compliance.
Microsoft Approved
- Click here to download Microsoft approved Sigsync signature app. Contact us for more details.
PCI Compliant
Sigsync email signature service is a PCI compliant service. Contact us for the PCI compliant certificates.
Stay Legally Compliant
Sigsync assists you in staying compliant with the regulations. Click here for the details
Does Sigsync Address Your Requirements?
This will help you understand how our product can meet your basic requirements and address any concerns you may have. Whether you are a first-time user or have been using our product for a while, we want to make sure that you have all the information you need to get the most out of it.
- Click here for a complete list of frequently asked questions.
Sign in / Sign up with Sigsync
Sigsync is a secure and certified service that follows Microsoft-guided flow for Office 365 email signature service and security.
To ensure higher security standards, Sigsync uses Microsoft OAuth 2.0 and TLS encryption for authentication. It will never ask for your credentials instead you will be redirected to the Microsoft Sign-in page for authentication. Your Office 365 credentials are not stored anywhere on Sigsync or on any other third-party servers.
Signing up with Sigsync is a one-step process, and you can securely 'Login / Sign up' using your Microsoft 365 account.
- Login using Microsoft Office 365 account: Click here for the details
- Sigsync Security
Register Microsoft 365 Tenant
To start using the Sigsync service, the first thing you need to do is add (register) a tenant. A tenant is essentially an instance of your Office 365 account that contains all of your user accounts. By adding a tenant, you can easily configure and manage email signatures specifically for that tenant.
Sigsync allows you to easily add and manage multiple tenants, making it the perfect solution for organizations with single or multiple Office 365 tenants. With Sigsync, you can manage all your tenants' signatures from a single, centralized dashboard, providing a simple and efficient way to ensure consistent branding and messaging across your organization's email communications.
- Steps to Register Microsoft 365 Tenant in Sigsync
- Click here for the Video
Why different modes of signature?
Sigsync offers different signature modes to accommodate various requirements, such as:
- Do not want to allow your members to make any changes to the attached signature.
- Ensuring the email signature remains intact on all devices, such as desktops, laptops, mobile phones, and Mac computers.
- Previewing the signature while composing the email.
- Want to see email signatures only after sending the email in the Sent Items folder.
- Want all of the above features.
Server-side (Cloud) Mode Signature
To use Sigsync in server mode, you need to configure Office 365 Online connectors. In server-side mode, all emails are routed through Sigsync Azure services to add signatures. This approach works on all email clients, including mobile devices, and does not require the installation of the Sigsync Signature Add-in for Outlook. However, you may choose to install the add-in for signature preview purposes.
- Click here for the details
Connector Configuration
If you enable Sigsync to use the server side signatures, you have to configure connectors to create Inbound and Outbound connectors to route the email flow through Sigsync Azure service.
- Click here for the details
Client-side (Outlook) Mode Signature
Sigsync in client mode adds signatures directly to Outlook when you compose an email. In client-side mode, emails are not routed through Sigsync email Azure services to add signatures. You can create rules, templates, and other settings in Sigsync and get signatures directly inserted into emails when composing them in Outlook and Outlook Web Access (OWA). To use client mode, you need to install the Sigsync Signature Add-in for Outlook.
- Click here for the details
Deploy Outlook Add-in
Sigsync Signature Outlook Add-in is deployed to Outlook as an extension, enabling you to easily add, edit, and manage email signatures directly from Outlook and OWA. With the Sigsync Outlook Add-in, you can directly preview signatures and ensure consistent signatures without requiring any server-side integration.
- Click here for the details
Mixed Mode Signature
Sigsync Mixed Mode combines server-side and client-side signatures. To set it up, you need to configure Office 365 Online connectors and install the Sigsync Signature Add-in for Outlook. While email clients other than Outlook and Outlook Web Access (OWA) will use server-side signatures to add signatures to your emails, Outlook and Outlook Web Access (OWA) users can have signatures automatically inserted while composing emails using the client-side mode. Therefore, Sigsync Mixed Mode fulfills all the requirements for centralized signature management.
- Click here for the details
Sigsync Templates Gallery
Sigsync signature gallery provides hundreds of professionally designed and ready to use email signature templates to choose from. You can directly pick a signature template and customize it as per your business requirements.
Signature Editor
Sigsync Signature Editor simplifies the process of creating and designing professional email signatures. Its intuitive interface allows you to easily customize your signature templates with your company logo, images, social media links, and legal disclaimers. With centralized management, you can ensure that all employees have consistent and compliant signature templates.
The following are some of the advantages of the signature editor:
- Easily add or remove signature components and arrange them in the order that suits you best with a user-friendly drag-and-drop interface.
- Add your company logo, social media links, promotional banners to your email signature along with a range of customization options.
- Create tailored email signatures for different teams, departments or even specific individuals with signature rules.
- Create professional signatures without HTML expertise.
- Make changes to the signature in real time to see how it will look as you make changes.
Editor's Drag and Drop Components
How to Videos
- Click here for the Video
Signature Rules
Sigsync Signature Rules enables you to create custom email signatures for different teams, departments, or individuals within your organization. They are the conditions that emails should meet to get the signatures added into email. If none of the created rules are applicable to an email, then no signature will be added to that email.
With Signature Rules, you can:
- Easily tailor email signatures to match the unique needs of your business.
- Include specific information for your sales team, or highlight a new product promotion in your marketing team's emails.
- Create custom email signatures for each group, senders and recipients ensuring that the right message is delivered to the right audience.
- Take control of your email signature management and ensure that your email signatures are always up-to-date and on-brand.
Create, Edit Rules
By default, Sigsync creates a DefaultRule with the most common settings, that you can modify as needed.
- Steps to set signature rules in Sigsync
- Click here for the Video
Assign Signature to a Rule
You can assign a signature template to specific signature rules, and depending on the conditions of those rules, the signature and its fields will appear in your email signature.
Assign subsequent email signature
Sigsync allows you to assign a different signature template to a rule for subsequent email conversations. This feature comes in handy if you would like to attach a different signature template for forwarded and replied emails or for subsequent conversations with your recipients. For example, you can create and send a detailed email signature including all the necessary elements such as banners, graphics, and images in the first conversation. For subsequent emails or replies to the same recipient, you can create a simple signature template with only the essential details and assign it to the follow-up email condition.
Senders
The Senders tab in the Signature Rules allows you to specify which sender’s emails should have and should not have signatures.
Recipients
The Recipient tab in the Signature Rules allows you to choose whether you want to add your signature to emails sent to everyone or only to specific people in your recipients.
Keywords
The Keywords tab in the Signature Rules allows you to specify the keywords based on which the signatures are added to your emails.
Rule Execution flow
The rule execution flow specifies the order of execution of the rules based on the priority and processes the rule by going to the next rule or stopping the rule execution.
Scheduler
Sigsync email signature scheduler allows you to schedule your emails signature based on a recurrence pattern. You can schedule your email signatures to repeat daily, weekly or monthly for marketing and promotional campaigns.
View Signature Rules Report
The Signature rule report allows you to view all the rules you have created for your email signature management. You can easily see the names of all the rules, their status, and which rules are assigned to specific signature templates. When you have multiple signature rules, the rule execution flow and priority view can help you to redefine them according to your requirements. The following signature rule parameters are displayed along with the report:
- Rule Name: Name of the rule that you have created
- Rule Status: Status of the rule to indicate whether the rule is Active or Inactive
- Template Name: Name of the signature template that is assigned to the rule
- Subsequent Template: Name of the template used for the signature in subsequent emails (replies / forwards)
- Senders: List of senders selected for the signature
- Recipients: List of recipients selected for the signature
- Keywords: Condition to manage email signatures based on specific keywords
- Rule execution flow: Determines whether the next rule should be executed when you have multiple rules
- Rule priority: Indicates which rule should be executed first in the sequence and so on
- Scheduler: Indicates whether the rule has been scheduled to run during a specific date / time
After generating the Signature rule report, you have multiple options for saving and sharing the report with others. For example, you can easily save the report in either CSV or PDF file format, depending on your needs. In addition to saving the report, you can also print it directly from the Signature rule report interface.
Test Signature
The Sigsync Test Signature feature enables you to view the signature that will be applied to your email based on the signature rule conditions without sending an email to your recipient.
With the Test Signature, you can :
- View and verify the appearance and functionality of your email signature along with the rules.
- Test and analyze which templates and rules are getting applied to the signature
- Test the signature for multiple signature templates and multiple rules that you have configured.
- Fine-tune the email signature design to deliver a professional image to your recipients.
- Preview your email signature design before deploying it to your team or organization.
- Click here for the details
Test Rule Conditions
You can test which rules are being applied to the email signature in addition to testing the signature itself. This feature can assist you in determining whether or not a specific rule applies to a signature template. Accordingly, you can change or modify a rule and ensure that the signature rules are applied correctly and consistently.
Signature Settings
Sigsync signature settings provide additional options to customize your signature by changing the position and occurrences of your signature in an email conversation, removing signatures added by mobile, adding linked or embedded images in signatures, enabling email signatures in Sent Items, and so on.
- Sync AD attribute changes
- Signature occurrences in email conversation
- Signature position in email
- Add multiple signatures in a specific order
- Sent Items folder signatures
- Outlook Add-in (preview and edit signature while composing an email)
- Remove default mobile signatures
- Embedded and linked images
- Manage secure and encrypted messages
- TEXT, RTF, HTML signature
- Add global and tenant specific admin
Signature Outlook Add-in
The Sigsync Signature Outlook Add-in allows you to add client side email signatures. That is, you can create signature rules, templates using Sigsync services and get the signatures directly inserted while composing emails in Outlook and OWA.
With this add-in, you can easily preview, manage and control your email signatures right from your Outlook. It is designed to seamlessly integrate with your Outlook and OWA and ensures that all your emails carry a consistent and branded signature.
- Add-in system requirements
- Deploying add-in for all the users (centralized deployment)
- Deploying add-in for individual user
Sync Azure AD (Active Directory)
Sigsync automatically synchronizes changes to your Active Directory (AD) data with your email signatures on a daily basis. However, if you want the changes to be updated immediately or on a priority basis, you can use the 'Sync AD Changes' option in Sigsync. This ensures that any changes you make in your Office 365 AD are immediately synchronized with Sigsync signatures. With this feature, your email signatures will always be up-to-date and reflect the latest information from the AD, including employee names, job titles, contact information, phone numbers, addresses, and more.
Sent Items Signature
The Sigsync Sent Items Signature setting displays email signatures and disclaimers in the Sent items folder and enables you to save a copy of the email along with the disclaimer for future reference. This option also allows you to view the signature sent to your recipient and verify the signature for compliance requirements.
Admin and Customers
Sigsync enables you to delegate tenant-specific admin privileges to specific users or teams within your organization, allowing them to manage email signatures for their departments or teams. With delegated administration, you can easily assign roles and permissions, allowing designated users to create, edit, and manage email signatures.
Steps to Set-up Email Signature
Sigsync allows you to set-up and centrally manage Office 365 email signatures for all the users in your organization.
Follow the below steps to set-up your centralized email signature using Sigsync
- Login to the Sigsync ‘Dashboard’
- Register your Office 365 tenant in Sigsync
- Create, Design, Edit your Email signature Templates
- Set Signature rules
- Set-up signature in one of the three different modes as per your requirement
- Server side mode signature
- Client side mode signature
- Mixed mode signature
- Add SPF record
That’s it! Now you can start sending emails and your emails will have the required signature added to it.
- Click here for the step by step guide
Good Practices For Designing Signature
Good practices for designing an email signature can help you create a professional and effective signature that will leave a lasting impression on your recipients. Some tips to consider include keeping it simple and concise, using a legible font and appropriate font size, including your name, job title, and contact information, incorporating your company logo and branding elements, and including any necessary legal disclaimers.
- Click here to know more
Sigsync support
At Sigsync, we understand the importance of having a professional and consistent email signature for your organization. An email signature reflects your brand and conveys your company's mission and values. In order to ensure a comprehensive signature management solution to our clients and complete customer satisfaction, we provide the following benefits at no cost.
- Free 24/7 Technical Support: At Sigsync, we offer free 24/7 technical support to all our users, including during the trial period. We provide multiple support options, such as Live Chat, Email, and Phone support, to ensure timely and efficient assistance.
- Free assistance for setting up email signatures: Sigsync offers free assistance in setting up and configuring email signatures. Our team can help with both basic and advanced settings, depending on the complexity and requirements of your signature.
- Free of cost signature design: Sigsync provides a free signature design service that can be customized to match your organization's requirement. You can submit your specific requirements to our team, and we will create a signature that meets your needs. Click here to send a signature request to our expert designer.
- Configuring client side and server side signatures: Our dedicated support team has extensive experience in email signature management. We understand that every organization is unique, which is why we take the time to understand your specific needs and provide customized solutions tailored to your requirements.
- Assisting in setting signatures for Smart Host services: If you are using third-party smart host services to relay your emails, we also offer complete support to set up email signatures to work with the host services such as Mimecast, Proofpoint, or Barracuda.
- Guiding in any other signature requirements: You can contact our support team at any time if you have any questions or special requirements. We are more than happy to answer your questions and provide specific and immediate solutions to any problems that may arise from time to time.
- Providing remote assistance for signature configuration: We provide remote assistance to help you set up and configure signatures. Whether you need help with a specific use case or want to learn how to use a feature, we've got you covered!
- Help you troubleshoot any issues: Our support team is available 24/7 to promptly address any issues. In the event of a critical issue, we may request additional time to resolve it, but we guarantee that it will be resolved within the timeframe agreed-upon. We can also assist you with remote access where we can directly connect to your device to troubleshoot any issues you may be experiencing.
Free of Cost Signature Design
- Click here to send signature request to our expert designer.
Knowledge Base, FAQs, User Manual & Videos
Sigsync includes comprehensive knowledge base articles, user manuals, and how-to guides that cover a wide range of topics related to email signatures. Our knowledge base is designed to provide you with quick and easy access to the information you need to get the most out of your email signature requirements. Additionally, we provide answers to frequently asked questions and extensive video tutorials that provide step-by-step guidance on how to use our service effectively. With the vast library of articles, you can quickly and easily find the information you need to get the most out of your email signature management.
- Click here for Knowledge Base
- Click here for FAQs
- Click here for User Manual
- Click here for the Videos