FAQ

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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 the 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^® trial?

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Start Sign.UseWise^® 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 deploy Sign.UseWise^® from the marketplace?

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

How to deploy the app just for some users?

During deployment, you can choose if you want to deploy the app just for specific groups of users or Organizational units. The best practice is to place a Sign.UseWise^® users in a separate group or OU and deploy the app just for them. Make sure that the Google Workspace admin is also a member of groups or OUs for which the app is deployed. More information is in the video guide and help center.

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 remove/unistall Sign.UseWise^®?

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Before removing 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 stop using 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 the Google Workspace admin console and select Apps > Google Workspace Marketplace apps. 

3. Click on the Apps list and select Sign.UseWise^®. 

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

What will happen to email signatures once the trial is over or the app is removed 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 removed, but you cannot make additional changes through Sign.UseWise^® dashboard. The graphics used in templates will no longer be visible after you uninstall the application or the trial period has ended.

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 deployment 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.

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 is 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.

How do I make my phone or mobile number clickable in email signature?

You can easily make phone or mobile number clickable in your Sign.UseWise^® email signature by using the link option in the editor. Here’s how:

1. Open the template: Go to the “Templates” page and open the signature template you want to edit.
2. Highlight the phone number: If you’re using placeholders like {phone} or {mobile} to automatically insert each user’s phone number, simply highlight the placeholder in the editor. If you’re manually entering the number, simply type it in. Click the link icon in the toolbar.

3. Choose the link type: In the dialog box, select “Phone” as the link type.
4. Specify the number type: Enter the appropriate phone number type {phone} for landline or {mobile} for mobile. If you are not using the placeholders, simply type the actual number and click OK. 

5. Save your changes: Save the updated template.

Select the preview option to see how the mobile number appears as a clickable blue link in the email signature. Now, when someone views your email signature on their mobile device, they can simply tap on the phone number to dial it.

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. It is recommended to upload images in the exact sizes they need to be – avoid uploading very large images and then resizing them within the email signature editor. If you upload images in exact sizes, you will be sure that they will be displayed properly in all email clients. 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 set with Sign.UseWise^® in Gmail?

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If users can’t see their email signatures set 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/Signature defaults that the Sign.UseWise^® signature is also set on reply/forward. If not, select it and save changes at the bottom of the page. If you use Send As addresses, repeat the step for each address, by choosing the Send As address from the drop-down list and right reply/forward signature.

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

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Outlook usually rescales images and overlooks the width and height specifications set in the email signature template editor. As a result, when someone replies or forwards an email from Outlook, your images might appear larger than intended.

To avoid this, it’s best to upload images to the Sign.UseWise^® template editor at the exact dimensions you require. For instance, if you want your logo to be 100px by 100px, upload it at that size rather than uploading a larger image and resizing it within the editor. Resizing the image can be done in most image editing programs.

How to use a custom font in your email signature?

To use fonts that are not available in the list of fonts in Sign.UseWise^® email signature editor, you need to edit the HTML source code of the template.

1. In the template editor select the Source option on the ribbon.
2. Find the font-family property in the HTML code.
3. Manually change the value of this property, for example from Arial to Lato like this:
   style=”font-family: Lato;”

You can specify one or more fallback fonts in your signature HTML to avoid font display issues on the recipient side. To specify a fallback font simply list your preferred font first, followed by one or more fallback fonts, separated by commas, for example:
style=”font-family: Lato, Arial;” 

In this case, if the recipient’s device doesn’t have Lato installed, the Arial font will be used instead.

Send As management

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What are Gmail Send As addresses?

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In Gmail, “Send mail as” option allows you to send emails from different addresses or aliases while still using your primary Gmail account. This feature is especially useful if you manage multiple email addresses or if you want to represent different roles or functions without needing to switch between accounts.

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 removed from the domain?

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After the trial has ended or you removed 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 removed. 

However, we will host your images no longer than one month after you stop using the app or the trial period has ended. After that period, graphics used in templates will no longer be visible.

Domain status check

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What is Sign.UseWise^® domain status 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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Learn more about setting SPF, DKIM, DMARC and BIMI records in our help center.

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. You can easily create engaging campaigns featuring banners or other visual content to effectively promote your business. 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.