Templates and assignment

Templates live on the Signatures page (sidebar → Signatures). To create one, click New signature: a panel opens with ten premade layouts, previewed for a sample person (photo and logo placeholders are used until your directory and brand kit fill them). Click Use this to create it and open it in the studio, where you can rename it and make it yours. Blank starter starts from the default layout and More designs (also at Signatures → New signature → More designs) lists the rest of the library. A workspace with no templates yet shows the layouts right on the page under Pick a layout. See Signature editor for layouts and how to switch an existing template to another one.

#The Signatures page

Each template is a large card showing its signature in an email, for a sample person. Under it: who it is assigned to (the default, its rules, or individuals), how many rules point at it and how many people have it (click the count to open those people in Employees & seats). Badges mark the Default for new hires, a draft Pending approval, templates using the Brand kit or a Side column layout, and templates Not in use.

• Install for me opens your own signature page (/me) with copy-and-paste steps for Apple Mail, Outlook and phones.
• Edit opens the studio (View for roles that can't edit).
• The … menu has History (every published version), Duplicate (a copy named "… (copy)" that opens in the studio), Set as default (admins), Who gets what, Export HTML (downloads the signature as rendered for the sample person) and Delete.
• Delete only works for a template nobody depends on: not the default, no assignment rules pointing at it, and nobody has it (archived people don't count). Change those first, so a delete never takes a signature away from anyone. Its history is deleted with it.
• Filter with Assigned to (Default for new hires, Has assignment rules, In use, Nobody) and change the order with Sort by (Recently updated, Name, Most people, Oldest first).

Each employee gets exactly one template, decided in this order:

1. Per-person template override: set on the employee's page (or in the Employees list). Wins over everything.
2. Rules: the first matching rule, top to bottom.
3. Default template: on Signatures, open a template's … menu and choose Set as default.

When a person's attributes change in your directory, their template is re-evaluated automatically.

An admin can also restore one of a person's earlier signatures from their Signature history. That exact signature then stays until the admin clears it or the person's template changes (a new version, or a different template). See Deployment and statuses.

#Rules

Open Signatures → Assignment rules (also Manage rules on Employees & seats) (admins edit; everyone can view).

A rule reads: If attribute is / contains / starts with value use template. Attributes:

Attribute	Example
Department	is "Sales"
Job title	contains "Director"
Location	starts with "London" (the office or location text)
City	is "Orlando"
State / region	is "FL" (state, region or province)
Country	is "United States"
Org unit	starts with "/EMEA" (Google)
Group	is "Marketing Team" (Microsoft 365 syncs group names; Google Workspace does not yet, see below)
Email domain	is "acme.co.uk" (great for subsidiaries)
Custom attribute	costCenter is "4410"

• Matching ignores upper/lower case.
• Order matters: use the arrows to move a rule up or down; the first match wins.
• Each rule card shows how many active employees it would get (the people count; everyone is counted, however large your company), and the last card, Everyone else (default), shows who falls through to the default. Per-person overrides are not subtracted here.
• Saving a rule re-renders everyone; only people whose signature changes are redeployed.

#Different signatures for departments, teams and offices

Create one rule per department, team or office, each pointing at its template, then order them from most to least specific. For example: Group is "Sales EMEA" above Department is "Sales" above Location starts with "London". Everyone else gets the default template.

• Department and Location use the values from your directory. Group uses directory group names; for Microsoft 365, membership includes nested groups, refreshed on every sync.
• Google Workspace does not send group membership yet. Use Department, Org unit or a custom attribute for Google teams.
• A person who is in several groups takes the first matching rule in your list.
• To vary just part of a signature (such as a legal disclaimer per country) without a separate template, use Show only when… on the block. See Signature editor.

#Default signatures by city, state or country

City, State / region and Country come straight from each person's directory address, so regional signatures assign themselves and follow people when they move:

• Microsoft 365: the user's City, State or province, and Country or region (Entra ID → Users → Properties → Contact information).
• Google Workspace: the City, Region and Country of the user's primary address, else their work address (Admin console → Users → User information → Contact information → Address).
• SCIM (Okta, Entra, OneLogin...): the work address's locality, region and country, else the primary address.

Use exactly what your directory stores: if Microsoft 365 says "United States", a rule for "US" won't match (matching ignores case only). Employees & seats → a person shows their City, State / region and Country, and the employees CSV export includes them. Values appear after the next directory sync.

Put the most specific rule first, for example City is "Miami" above State / region is "FL" above Country is "United States": Miami gets its own signature, the rest of Florida the Florida one, and the rest of the US the US one. Everyone else gets the default.

The same values are also signature variables: {{city}}, {{state}} and {{country}} (see Signature editor).

#Who gets what

Open Signatures → Who gets what to check the result before anyone is surprised. It shows:

• four totals at the top: active people, signatures in use, how many people a rule decides, and how many have no signature at all (nothing matches and no default is set);
• By template: each template with how many people have it (and their share of everyone), and whether they got it from a rule, the default or a per-person override;
• By department and By office: each one with a colored bar of the template(s) its people end up with. A department marked split has more than one template because a rule or an override splits it.

Click a department, office or template to open the matching people in the Employees list. Counts use the same order as above (override, first matching rule, default).

#Approval workflow

By default, anyone with the Marketing role (or higher) can publish a template change, and saving re-deploys it to everyone on that template.

To put an admin in the loop, go to Settings → General and turn on Require approval for template changes by Marketing (owners and admins).

When it is on:

• Marketing sees Submit for approval instead of Save signature or Update signature. Their change is stored as a draft. Nothing is deployed, and employees keep the published version.
• The template shows a Pending approval badge on Signatures, and a "Draft — waiting for approval" banner in the studio. Marketing can keep editing their draft; each save replaces it.
• Owners and admins get an email when a new draft is submitted. Further edits to the same draft don't send another one.
• Owners and admins see Publish draft and Discard draft on the template card and in the studio. Publishing makes the draft the next version (recorded in History) and re-deploys it. Pending drafts are also listed under Needs attention on the dashboard.
• Before publishing, admins can open Review changes on the template card. It shows the published signature and the draft side by side, plus which blocks, colors or layout changed and the text, links and images added or removed. The lists include every block, even ones that only show for some people (the previews use sample details), and a separate list covers replies and forwards when the template has a lighter reply version. Custom attributes the sample person doesn't have appear as their variable name (such as {{custom.legal_name}}), and variables added to or removed from the template are listed. When either version has a block with a Show only when condition, a second pair of previews shows every block, so you can see where conditional blocks sit and how they look. When a block's Show only when condition changes, the review shows who saw it before and who will see it after (for example "Department equals Sales → Department equals Finance"). A link or text that uses a custom attribute is shown as written, before and after, when it changes. For a block with a Show only when condition, which the sample previews may leave out, each changed setting (such as its color or size) is listed with its old and new value, and a new one lists its settings. Changes to the template's colors, font and layout are listed the same way. When blocks are moved, added or removed, the review lists every block in order, before and after, marking new and removed ones. A very large change lists up to 200 changed lines, split between removed and added text, and says how many more there are.
• A draft can be discarded by an admin or by the person who submitted it.
• To ask for changes instead of publishing, use Comment on this draft under the banner in the studio. Owners, admins and Marketing see the comments there, with who wrote them and when, and can answer; Marketing then edits the draft and saves again. Comments stay with the draft while it is edited, and clear once it is published, discarded or replaced by an admin's save.
• Owners and admins are not affected: their saves publish immediately, and if they save while a draft exists, that content is published and the draft is cleared.
• Restoring an old version from History as Marketing also creates a draft.

Turning the setting off does not publish existing drafts; an admin can still publish or discard them.