FAQ

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Table of Contents

General information

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What is Sign.UseWise?

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Sign.UseWise is a solution that enables centralized management of Google Workspace email signatures and management of Google Workspace office productivity suite. With Sign.UseWise you can create and deploy email signatures across companies, keep track of your domains and manage Send As addresses for user aliases and groups. Sign.UseWise marketing planner lets you create engaging campaigns that will promote your services and products with every email sent.

How to start a Sign.UseWise free trial?

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Start Sign.UseWise free trial directly from Google Workspace marketplace or through usewise.app website where you can also find the link to Sign.UseWise Google Workspace marketplace listing.

How to install Sign.UseWise from the marketplace?

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You need to be logged in as a super administrator for your domain to install the app from the Google Workspace marketplace. Learn more about installing Sign.UseWise in the video tutorial.

How to complete a company profile?

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On the Companies page, the default company profile is created and connected to your primary domain. Fill in the information required such as phone number, address or links to social media, since that data will be used in email signatures. You can add or connect more domains to that profile, or create a new company profile for each domain as described in the dedicated article and video.

How to set signatures with Sign.UseWise?

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Depending on your organization’s needs you can set signatures for users, groups, organizational units or domains. 

Some companies need to set one signature template for all users, so setting one for the entire domain is a good choice. If your company needs to have different signatures for each department, you can leverage the option to set signatures for groups or organizational units. 

Sign.UseWise supports Send As alias addresses, so you can set signatures for those addresses as well.

How to uninstall Sign.UseWise?

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Before uninstalling Sign.UseWise, we hope that you will contact us because we would like to hear your feedback on our app and help improve your experience. However, if you decide to uninstall Sign.UseWise, you can do it in the following way:

1. First, make sure that you don’t have active recurring payments. 

2. Go to Google Workspace admin console and select Apps. 

3. Click on Marketplace apps and select Sign.UseWise. 

4. On the left side of the screen, select the Delete app and confirm your choice. 

What will happen to email signatures once the trial is over or the app is uninstalled from the domain?

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You can continue to use email signatures that you created with Sign.UseWise after the trial period has ended or the app is uninstalled, but you cannot make additional changes. We will host your images no longer than one month after the uninstall or trial period has ended. After that period, graphics used in templates will no longer be visible.

Subscriptions

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How to subscribe to Sign.UseWise plans?

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You can subscribe to Sign.UseWise plans during the trial or after the trial has ended, by selecting the desired plan on the app billing page.

What are subscription models available?

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Sign.UseWise has two billing plans – monthly and annual. Learn more about Sign.UseWise pricing here.

Payments

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What payment methods are supported by Sign.UseWise?

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Customers can pay for their subscriptions with credit cards. To place an order, go to the billing page and select a plan. In certain cases, Sign.UseWise may approve customers buying subscriptions with invoices.

Is my payment secure?

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We use Stripe as a payment gateway, which has been audited by a PCI-certified auditor and is certified to PCI Service Provider Level 1. This is the most stringent level of certification available in the payments industry. Learn more about Stripe security here.

Google Workspace integration

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How does Sign.UseWise sync with Google Workspace?

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During the installation process, the initial sync is done once the super admin logs into Sign.UseWise for the first time. This is the key step and it has to be done by super admin only. There will be a notification in the upper bar that the setup is in progress. Once the setup is done, all users, groups, OUs, and domains will be loaded from Google Workspace.

How to re-sync Sign.UseWise with Google Workspace?

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Sync can be scheduled to perform daily, or you can sync users, groups, organizational units and domains individually by selecting the Refresh button on each page.

I have made changes in Google Workspace, how to make them visible in Sign.UseWise?

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If you made some changes in Google Workspace (e.g. created a new group, organizational unit, or changed user data like phone number…) you need to use the refresh option in Sign.UseWise to load changes to users, groups, organizational units or domains and rewrite all information. Additionally, you need to reapply the template to selected users for those changes to become visible in email signatures. 

We recommend that you schedule synchronization with Google Workspace daily in the app settings as the best way to stay up to date with Google Workspace.

Can users change their email signature once the setup is done with Sign.UseWise?

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Users can change their signatures, but administrators can force a signature update daily. We strongly recommend that administrators schedule daily reapplying of the templates as described in the help article. With the schedule option, you can be sure that signatures will be properly set every day. We are currently working on a Gmail add-on that will prevent a user from changing the signature.

Templates

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How to create a template?

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On the Templates page create your first template from scratch or use one of the templates from the gallery as your basis. You can create custom templates for each department within your company. More information in a dedicated article and video.

What are placeholders?

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The Sign.UseWise app enables you to insert directory attributes into the email signatures. These dynamic variables are added as placeholders to the email signature Editor and are automatically filled with user information pulled from the Google Workspace directory. 

We use placeholders to display user, company or marketing information in email signatures. User placeholders are automatically loaded from Google Workspace. Company placeholders are loaded from company profiles created with Sign.UseWise and marketing placeholders are created for each marketing campaign created.

I have added user placeholders to the template but user data is not loaded and the fields are empty, why?

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The reason for not seeing user data (job title, phone number, etc.) in templates is probably because the user profile is not populated with that information in the Google Workspace directory. User profiles can be updated by the Google Workspace administrator. Here are guidelines on how to add information to users’ directory profiles.

How to use images in templates?

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You have the option to use an image from a URL or upload one from your computer. You can upload images in the following formats:.jpeg, .jpg, .png, .gif. The image should not be larger than 265 KB. More about adding images in the dedicated article.

Can I use the existing signature with Sign.UseWise?

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Some users may have an email signature in Gmail that they would like to continue to use and manage with Sign.UseWise. During the initial setup, Sign.UseWise will automatically pick your existing signature and you will be able to preview it and edit it on the users page, by selecting the edit icon under the actions menu. 

You can create a new blank template on the templates page and copy/paste the existing signature into the editor field and assign it to users, groups, OUs or domains. Just make sure you replace the user and company data with placeholder elements.

Can I have different signatures for the same email address?

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In Gmail, you can switch between multiple signatures. At the moment, this feature is not included in the API so Sign.UseWise doesn’t support multiple signatures for one address. However, you have the option to set multiple Send As addresses and set different signatures for each Send As address.

Why can’t I see a signature created with Sign.UseWise?

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If users can’t see their email signatures created with Sign.UseWise and you are sure that you successfully applied the signature template to selected users, they can follow these steps: 

1. Refresh Gmail – Usually, it is just necessary to refresh your Gmail inbox for a new signature to show up. 

2. Check Gmail signature settings – Go to your Gmail inbox and select Gmail settings in the upper right corner and then click on See all settings. Make sure that your signature settings show “My signature” in the drop-down menus for New emails use and on Reply/Forward use. “My signature” is created for the default user address.

Different signatures are displayed when composing a new email and when replying/forwarding an email, what is causing this?

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In Gmail, there is a possibility to set different signatures when composing a new email and when replying or forwarding an email. Sign.UseWise cannot change the reply/forward setting for now since this is not included in the API. 

We advise that you check Gmail’s general settings, under the Signature menu that the Sign.UseWise signature is also set on reply/forward.

Signature defaults settings for default address

Why do images in my signature appear big on email clients such as Outlook?

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Outlook usually rescales images and ignores the width and height values set on images in email signatures. The best way to prevent this is to upload images with specified dimensions and use them in that specific size. If you need your logo to be 100px by 100px, upload it to the editor in that exact size instead of resizing the larger image in the template editor.

Send As management

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What are Gmail Send As addresses?

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Creating an email alias lets the user receive an email at that address. To send an email with the alias address in the From field, a custom From address needs to be configured. Send As email addresses can be aliases or other addresses that the user owns and wants to send emails as that address. Learn more about Gmail alias addresses in the Google article.

How to set Send As for user aliases with Sign.UseWise?

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Setting Send As for user alias is done on the users page of the app, by selecting the available alias under the actions menu. Learn more in a dedicated article.

How to set Send As address for group members?

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Enable your users the option to send emails on behalf of the group by setting Send As addresses for group members. Setting Send As address for group members is done on the groups page where you have an option to set Send As for one member or multiple/all group members at once. Learn more in the help center article.

How to set a signature for Send As address?

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Signatures for Send As addresses are set in the same way as for the primary address. Simply find the Send As address on the users page, select the signature template that you want to apply and select the Set signature. Learn more in the help center article

What will happen to Send As addresses once the trial is over or the app is uninstalled from the domain?

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After the trial has ended or you uninstalled the app, Send As addresses that you have set up with Sign.UseWise will continue to function normally. You can continue to use email signatures that you created with Sign.UseWise for those Send As addresses after the trial period is ended or the app is uninstalled. 

However, we will host your images not longer than one month after the uninstall or trial period has ended. After that period, graphics used in templates will no longer be visible.

Domain health check

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What is Sign.UseWise domain health check?

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Sign.UseWise gives you a preview of all your domains, domain registrar names, domain expiry dates and authentication methods implemented to help you improve your email safety and deliverability.

What are SPF, DKIM, DMARC and BIMI?

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SPF (Sender Policy Framework) records define the mail servers that are allowed to send mail for your domain. DKIM (DomainKeys Identified Mail) is used for the authentication of an email that’s being sent.

DMARC (Domain-based Message Authentication, Reporting, and Conformance) uses SPF and DKIM to determine the authenticity of an email message.

BIMI (Brand Indicators for Message Identification) is a relatively new standard that associates your brand’s logo with an authenticated piece of email.

Combined, these protocols can significantly contribute to your domain reputation. Learn more about DNS records in a special playlist dedicated to email servers on the UseWise YouTube channel.

How to set SPF, DKIM, DMARC and BIMI?

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The first step is to set up SPF. If you only use Google Workspace to send emails, then you need to follow these guides for SPF setup.

After SPF, DKIM needs to be configured and the process is also described in the dedicated Google article. Learn how to set DMARC by following these guides. Finally, learn more about BIMI and how to set it from the following Google article.

Marketing planner

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How to create and schedule a marketing campaign?

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Creating campaigns with Sign.UseWise is very straightforward and made possible using an intuitive editor. Learn more about this feature in the help center.

Can I run multiple campaigns at the same time?

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Sign.UseWise enables customers to run multiple campaigns at the same time, just make sure you add both campaigns to the template using marketing placeholders.