Help center

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Getting started

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System requirements

To start using Sign.UseWise all you need is a Google Workspace subscription and an Internet-enabled workstation with one of the modern web browsers to get started. We highly recommend using Google Chrome browser, but any other will work as well such as Mozilla Firefox, Microsoft Edge or Opera.

Installing Sign.UseWise from Google Workspace Marketplace

1. To install Sign.UseWise app from Google Workspace Marketplace, you need to be logged in to your Google Workspace account as a super admin for your domain. Go to Google Workspace Marketplace and select Sign in in the upper right corner and log in with your admin account.

2. After successfully logging into your Google Workspace account as superadmin, type Sign.UseWise in the search bar, select it and click on Domain install below the app name. Next, click Continue to follow with the app installation process .

The Domain install option will be greyed out if you are not signed as an administrator. In that case, you will have to ask your Google Workspace administrator for help.

Sign.UseWise Marketplace installation

3. Next, the window with scopes will open. After you read them, make sure you tick the field next to “I agree to the application’s Terms of Service…” and then click Allow.

Marketplace installation

4. The following window shows you how to access Sign.UseWise from Google Workspace using Google apps shortcut. Select Next.

5. In case the additional setup step is not displayed, select the domain install button once again. Next, select Complete additional setup now. You need to log into Sign.UseWise to start the initialization of your account. After the first login, there will be a notification in the upper bar that the setup is in progress.

Once the initial setup is done, your Google Workspace directory will be fully synchronized with Sign.UseWise.

Overview & guide

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To get you set up and running with Sign.UseWise, we prepared a detailed overview of the app and how-to instructions which will help you easily create and deploy your Google Workspace signatures and do so much more using Sign.UseWise. 

Home page

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After logging in to Sign.UseWise, the administrator will be automatically transferred to the app Home page. The home page is a starting point from where you are able to access all pages and get information about the status of your service.

Sign.UseWise home page

1. From the sidebar you have direct access to key features of the app, such as users, groups, organizational units or domains. 

2. Key features are also displayed on the main pane but with a larger preview and short description of every page to help you easily find what you are looking for.

3. Access your profile information and account settings on the top bar.

4. The status bar next to the profile indicates the number of users, number of primary and Send As addresses, groups, organizational units, domains, and templates. Clicking on each of them navigates you to a certain page with more information.

5. Events log table shows a list of all activity that has taken place in Sign.UseWise.

You can expand or collapse the sidebar if you want more room in your browser window by clicking on the three-column button at the top of the sidebar.

Sidebar options

Companies

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The best way to get started with Sign.UseWise is to fill in your company information such as company web, phone or address, which will then be used in your email signatures. 

If you have more companies in your Google Workspace account, you can create multiple company profiles and assign them to one or more domains that the company owns.

This is very useful when working with more than one company, and each of them has different profiles and therefore a need for different signature setups. 

Adding and managing company profiles

1. After logging into the Sign.UseWise app, go to the Companies page. The default company profile is already created and connected to your primary domain so you just need to fill in the fields with company data and save it.

Companies page

2. To create a new company profile click on Add new in the upper right corner and enter a new company profile name in the dialogue box. Click Create new profile and continue to populate the form with necessary data which will then be utilized in your signature templates.

3. Add links to corporate social media profiles such as LinkedIn, Twitter, Facebook, Instagram, Pinterest, WeChat or YouTube. 

4. Select Upload logo to upload your company logo which will also be used in email signatures. Note that uploaded mages shouldn’t be larger than 265 KB.

All created company profiles are visible on the Company profile name drop-down list. To change company profile details, select company profile from the drop-down list, change the desired fields and click Save when done. If you want to delete a certain company profile, select it and click on Delete.

Company profiles

Assigning company profiles to domains

For every company profile created it is possible to select domains that you want to connect to that profile. For example, if a company owns multiple domains and wants to assign a company profile to only one or more domains it is possible by selecting them on the companies page, right below the company profile name. 

To add more domains, select the Add domains button. 

Adding domains to Company profile

Choose one or more domains from the drop-down list. Next, click on Add selected domains and Save in the upper right corner. Select Save profile to save changes to the company profile. 

Adding domains to Company profile

To remove a domain, simply click on the x next to the domain name and save changes.

Users 

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On the users page, administrators can set and edit signatures for users’ primary or alias Send As addresses. All user data is imported from the Google Workspace, including the user profile photo. A special feature of Sign.UseWise is setting and managing Send As addresses for user aliases, which will be explained in the following sections.

Users page

The information available for each email address in the user table:

– User profile photo and primary email address

– Mailbox – primary or Send As

– Organizational unit 

– Domain

– Template – the template assigned to the email address

– Last set – time and date the signature was set

– Actions – reapply template, edit signature and manage Send As

Bulk actions

– Assign template – assign a template to selected users 

– Reapply template – reapply the current template to selected users

– Refresh – load changes from Google Workspace

Setting signatures for users

On the users page, you can assign signatures to a single or multiple users at once, without affecting the group, organizational unit or domain signature settings for other users. 

To assign a signature template to the user, simply select the user and choose the template from the Template column drop-down list. Click on the Set signature to complete the action.

Setting signature for user

You can also edit the template for a single user by clicking on the Edit signature option under the actions.

Edit signature option

You will be presented with a smaller preview of the signature editor, where you can make the necessary modifications and select Update signature when done.

Editing signature for single user

In that way, you have changed the template for that user only. Since you made modifications to the template on a single user level, the template name will be changed to None. If a user doesn’t have a signature assigned, the status in the template column will also be None.

Reapplying template 

In case you made some modifications to the signature template on the templates page, and you want to make those changes visible in email signatures, you will need to reapply the template again to push the updated version of the signature to users Google Workspace. To do that, from the actions menu, select the Reapply template option and click on Set signature to confirm.

Reapply template option

Setting and managing Send As address for the user

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.

With Sign.UseWise, you can set multiple Send As addresses for your users with just a few clicks and give them additional email addresses at no cost. Users’ alias addresses will be displayed under the primary address and marked as Send As addresses in the mailbox column.

1. To set Send As address, go to Users page and under the actions menu select Create new Send As.

Setting Send As address for user

2. In the dialogue window first select one of the existing alias addresses for the user. Next, enter the display name (the one that is shown in the from field in Gmail, next to the email address) and specify the reply-to address.

Setting Send As address for the user

When no longer needed, Send As address can easily be deleted. There is an option Remove Send As under the actions menu, just select it and click on Remove to confirm the action.

Remove Send As address option

Setting signature for Send As address

Once set up, the Send As address will be visible under the user’s primary address like in the example below.

Send As address

Assigning a signature template to Send As address is done in the same way as for a primary address: simply select one from the templates from the drop-down menu and click on Set signature. There is also an option to reapply the template again if some modifications were made to the existing template.

To edit the signature for a specific Send As address, select the edit icon under the actions menu, make the necessary changes and click Save when finished

Bulk actions

The following bulk actions are available on the Users page: assign template, reapply template and refresh. They will be greyed out if no user is selected from the table.

To assign the same signature to multiple users at once, select the users and click on the Assign button. Next, you need to select the template you wish to apply. Click on the carrot icon to see the full list of all your templates. Choose your template and click on Select template.

Setting signature for multiple users

There is also an option to Reapply the template and push the updated version of the signature. Select the users and click on Reapply in the upper right corner of the app. To load changes from the Google Workspace directory select Refresh. Depending on the number of your users it may take a few seconds to load changes.

Table options

All tables in the Sign.UseWise app have several customizing and filtering options available. Select the column visibility in the upper left corner and check/uncheck columns you don’t wish to see.

Table options

You can change the table density to compact, standard or comfortable. There is also an option to export data and download it as a CSV file. 

Filtering options

With filtering, you can choose how you want to display your data based on the column name, operators and value. In the example below there are two active filters. One filters out only users’ primary address (not Send As) and other email addresses from a specific domain.

Filtering options

Additional options available within each column are: sort by Asc, sort by Desc, Filter, Hide and Show columns. Repeat the step for each column you would like to filter and combine filtering options.

Groups 

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The groups page gives a preview of all directory groups and group members as Sign.UseWise synchronizes group information directly from Google Workspace. 

If you have a group setting that reflects departments in your organization, you can set different signatures for each of those groups/departments. The recommendation is that your directory groups are sorted in the Google Workspace admin console so that you can manage group email signatures in Sign.UseWise with ease.

The group table gives you a preview of all groups, the number of internal users within each group, assigned template, group name and description. You can also see whether it is an admin-created group or not. The last column shows actions you can do with a single group: 

– Reapply template

– View group members

– Manage Send As for group members

Groups page

The table is adjustable and you can move the columns around by clicking on the column name and dragging it to another location within the table. On hover over the column name, three dots are shown with a menu for filtering options and an option to hide a column.

Additional table options are in the top left corner where you can check which column you want to see, do some filtering and change table density.

Use the Refresh button in the upper right corner to see if any changes were made to groups in the Google Workspace admin console.

Setting signatures for a group

When selecting a certain group, you have the option to assign a signature template to that group by selecting a desired template from the Assign template column. A dialog box will be presented showing you a preview of the signature and asking for confirmation. Optionally, you can preview a signature for another user by selecting Change user and selecting the user from the drop-down menu. To apply a template to the group click on the Set signature.

Setting signature for a group

In case you have done some modifications to the already assigned signature template and you want to update your users’ signatures, select group and click on Reapply template in the action column of the table. In that way, an updated version of the signature template will be applied. To see who is the member of a specific group, select View group members from the actions menu.

View group members option

Setting Send As address for group members

A special feature of Sign.UseWise is the ability to set Send As addresses for direct group members. When added to a certain group in Google Workspace, members will be able to receive emails sent to that group (if they have the necessary permissions).

To send emails on behalf of that group a Send As email address has to be configured for each user and they will be able to see and select that address when composing or replying to an email in From: field of Gmail.

1. To set a Send As address, on the groups page, select the group for which you want to set Send As and click on Manage SendAs for group members under the actions menu. 

Manage Send As option

This will open a page with a list of group members. Here you will be able to see whether Send As has already been set for a specific user, as well other details such as display name, reply-to address, and its signature assignment status.

Group members preview

2. Next, select users for which you want to set Send As and click on the Set SendAs button in the upper right corner. 

Setting Send As for group members

3. A dialog box will be opened displaying selected users. Click on Set Send As to complete the action.

4. If you want to set Send As for just one user, select that user and click on Set or update SendAs under the actions menu.

A dialogue box will be opened asking you to enter the display name for Send As, reply to address, and whether you want to treat it as an alias or not.

Setting Send As for single user from the group

The display name is the name shown next to the address in Gmail From field, and usually, when setting Send As address for a group, the display name is the group name. Reply to address can also be group address but you can specify otherwise. Find more information about this in a dedicated Google article.

You can also specify if you want to treat that address as an alias or not. Learn more about this option in the Google article.

5. Once set, Send As address can be updated by selecting Set or update Send As under the actions menu or deleted by selecting the bin icon and selecting Delete Send As.

Deleting Send As address for a single user

6. To delete Send As for multiple users at once select them, and click on Delete Send As in the upper right corner.

Deleting Send As addresses for multiple users

Setting signatures for Send As addresses

Once you configure the Send As address for users or groups, you can set signatures for that addresses as well. 

Navigate to the Users page, select Send As address for which you want to set a signature and select the signature template you want to assign. 

In case you have many users, use filtering options to filter out the Send As addresses. For example, in the user email column enter the email address of the group and for the mailbox type set value Send As, and all users in the group with Send As address will be filtered and you can easily select them and assign a template to them. 

Use the option Reapply the template in case you did modifications to the template and you need to push changes to signatures. 

Keep in mind that setting a signature for a group is not the same as setting a signature for a Send As address. On the groups page, you set signatures for a group of users, regardless of their ability to send emails on behalf of that group. 

If a user has a Send As address and can send emails on behalf of a group, a signature for that particular address can be assigned on the users page without affecting group signatures. 

Organizational units

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Some administrators may find it convenient to set and manage signatures on the Organizational unit level. The organizational units page is also synchronized with Google Workspace and reflects its organizational hierarchy – from the top-level organizational unit to child units. The organizational unit table contains the following information:

– Organizational unit path

– Number of users – number of users in specific OU

– Number of emails – primary and Send As

– Assigned template 

– Name of the Organizational unit

– Description

– Actions – reapply the template

Organizational units page

Setting signatures for Organizational units

Setting a signature for the Organizational unit is pretty straightforward – simply select the template from the Assign template column drop-down list and the dialogue box with signature preview will open asking you to confirm the action. 

Setting signature for Organizational unit

To preview a signature for a specific user select Change user and click on Set signature to complete the action.

If you have done some modification to a signature that has already been assigned to a certain OU and want to apply the updated version, from the actions menu select Reapply signature and in the dialogue box select Set signature.

Use the Refresh option in the upper right corner to load changes from Google Workspace.

Domains

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Domain health check

Taking care of your domain is one of the crucial parts of your business and branding. Sign.UseWise helps you keep track of your domains and enables you to get a closer insight into your company’s domains and set signatures for domains as well.

Domains page

On the domains page you can see the type of domain (primary, secondary or alias), the number of email users, domain verification status, how many days till expiration date and information about the domain registrar. Moreover, you can find useful information on the status of email authentication protocols, which is a special feature of Sign.UseWise app that helps to improve your email deliverability and safety. Types of records involved:

  • SPF – Sender Policy Framework defines the mail servers that are allowed to send mail for your domain.
  • DKIM – Domain Keys Identified Mail is used for the authentication of an email that’s being sent.
  • DMARC – Domain-based Message Authentication, Reporting & Conformance uses SPF and DKIM to determine the authenticity of an email message.
  • BIMI – Brand Indicators for Message Identification is a standard that associates your brand’s logo with an authenticated piece of email.

Combined together, these protocols can significantly contribute to your domain reputation. 

If you have all your records properly set, then the green tick will be displayed under each of these protocols. If that is not the case, make sure you contact us for more information about how to implement these authentication methods.

In the expiration column, a red triangle will be displayed once the number of days till domain expiration drops below one hundred, as a reminder that it soon has to be renewed. 

Setting signatures for domains

With Sign.UseWise not only that you can keep track of your domains, but you can also set signatures on a domain level. 

All signature templates that you created will be also listed on the domains page, in the Assign template column. From there you can choose which template you want to apply to a certain domain. Once you select a domain and choose the desired template, a dialogue will be displayed asking you if you want a set template for that domain. Select Set signature and signature will be assigned to the entire domain.

Setting signatures for domain

To apply the same signature (modified) to a certain domain, simply click on the Reapply template under the actions pane and in that way push changes to existing signatures.

Reapply template option

Templates

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Once you have synced your Google Workspace data, created a company profile, the next step would be to create email signature templates. There is an option to choose a premade signature template from the app gallery and modify it using the signature editor or to start from scratch. 

User templates are templates created by users and they can be accessed and edited from the editor, by selecting the template name from the drop-down menu.

Gallery templates are provided by the Sign.UseWise app and they are loaded to gallery and carousel.

Every signature from the template gallery has its name, short description and tags, so it is easy to search through the gallery for a certain theme. 

The signature template editor gives the possibility to create a completely new signature using the provided personal or company attributes, as well as the option to insert images, format text in various ways to add style to your signature. Users can paste their own HTML code and modify it in the editor.

Signature template editor

The advanced signature editor is one of the main features of the Sign.UseWise app. The user-friendly signature editor enables you to change the look and feel of your signature using various formatting options such as changing the font type, size, color, adding table or image and much more. Hover over the items to see a short explanation of what each option does and add text or image content to any part of your signature.

Email signature editor

With a signature editor, you can preview and edit your signature as HTML using source mode. Every time you add a new template or edit the existing one, make sure you hit the Save button before you leave the page.

Creating a new signature template

1.To create a new signature template, on the templates page select Create. A dialogue box will open prompting you to enter a new template name, description and tags. When you are finished editing, select Create.

Creating new template

2. A new blank signature editor will be displayed and you can start creating your signature by adding placeholders, social media links or images. When done with editing, click Save. Your signature template will be saved and editable from the drop-down list. 

3. To use a template from the gallery select it by clicking on the plus icon on the template.

Adding template from the gallery

4. Give your template a name and optional description and tags.

You will basically get a copy of that template and you can use it in signatures right away or do additional modifications in the editor.

When no longer needed, the template can be deleted. Select the template you wish to delete from the template name menu and then just click on Delete.

Inserting premade signature to Sign.UseWise

If you already have an email signature template that you would like to continue to use or edit with the Sign.UseWise app, you can easily insert that template into the app gallery.

1. On the Templates page, select Add new and enter the name, description and tags for your template. 

2. Then simply copy and paste your existing signature to the editor and add the placeholders to be updated with the employee information. 

3. For templates in HTML format, copy the signature HTML code and paste it into the HTML editor area (source) and save.

Using images in email signatures

To add an image to your email signature, first, click on a location in the editor where you want to insert the image. Click on the Image icon and the image properties dialogue will be opened where you will be presented with the option to add an image from 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.

To add an image from the URL simply copy the image address and paste it to the URL text box.

If you want to upload an image, select Browse server and then click on upload

Locate your image on the computer and select Open to add the image to the gallery. 

Image properties

Once uploaded, the image can be inserted into the editor. You can change the size of it, alignment, add alternative text or link to which the image will point to. There is a small preview of your image in the dialogue and you can see the changes immediately.

All the images that you uploaded will be automatically saved and categorized as user images. There is also an option to use predefined app images in your email signatures, but you cannot delete them. You can delete your user images when you don’t need them any longer.

Company logo in email signatures

The best way to use a company logo is to upload it to the company profile and then insert it to the signature template using the logo placeholder. 

During the creation of a company profile, there is an option to upload a logo as well. Once that is done and changes are saved, the logo can be inserted into the template by following these steps:

1. Go to the Templates page and select the desired template to edit. 

2. Click on the area inside the editor where you want to place your logo.

3. Click on Company placeholder and select logo placeholder

4. Select preview to see the template with logo inserted and save changes to the template.

Inserting logo placeholder
Company logo placeholder

The logo will be visible when selecting the preview signature option.

Signature template preview with company logo

User profile photos in email signatures

Some users may have profile photos in their Google Workspace account that they want to display in email signatures. That can easily be done by inserting the special {photo} placeholder inside the email signature template. 

1. Go to the Templates page and select the desired template to edit. 

2. Click on the area inside the editor where you want to place a profile photo.

3. Click on User placeholders and select profile photo.

4. Select preview to see template with profile photo inserted.

5. See the profile photo for a specific user by selecting the change user option. Save changes to the template.

Inserting profile photo placeholder
Signature template preview with a profile photo

Attributes in email signatures

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. There are two types of attributes – Company and User attributes. They can be added manually or by simply selecting the attribute from the User or Company drop-down from the signature editor.

List of predefined attributes in Sign.UseWise

Adding custom attributes

With custom attributes, you can define which additional user-specific data you would like to display in your email signatures. You can use custom attributes every time you need to display data that is not covered with predefined user placeholders.

Adding custom user attributes such as, for example, a link to a Facebook profile or Skype name is possible using custom schemas. Custom fields/schemas first have to be added to Google Workspace and then mapped to user placeholders in the application.

Currently, custom attributes need to be added manually into the email signature editor using the Directory API to list all user attributes. The Directory API is used to create and manage resources attached to your Google Workspace domain, such as users, org charts, and groups.

1. Go to the Directory API and log in with your admin account. Under the request parameters enter the fields as follows: 

– Under customer enter: my_customer 

– Under projection select full

– Under query enter: email={user email address}

2. When done, select execute. If prompted, select allow to authorize the API.  Below the execute button you will get results and directory profile information for the specified user. Scroll down to find a place where it says customSchemas and find the attribute you want to add to the email signatures. 

3. Enter all attributes separated with dots for example {customSchemas.attribute name}. In the example below we want to add user Instagram and we need to list all the attributes.

  Custom schemas attributes

First attribute to list is customSchemas, then Social_networks and lastly Instagram, so schema for adding Instagram attribute would be:{customSchemas.Social_networks.Instagram}.

You need to add this into the body of the email signature or add it as a link to the social media icon of your choice. Your response will probably be slightly different but the schema is the same.

To add the user Linkedin in email signature we just need to change the last attribute to Linkedin.

Conditions

With conditions, you can display user details (attributes) in signatures that are not empty. It is done by adding conditions to the signature template using the If/else statement. 

For example, with the following statement you will ensure that the job title will be displayed only for those users who really have one:

{if jobTitle} Job title: {jobTitle} {/if}

Signature template with condition

There is also support for else statements. With the following if/else statement we define what to display in case a certain attribute (job title) is not present.

{if phone}Phone: {phone}{else}{companyPhone}{/if}

In the example above, if the user doesn’t have a phone number listed, the company phone will be displayed instead. 

Marketing

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Emails are the main part of business communication and they can be a perfect promotional tool when combined with Sign.UseWise Marketing planner. If your company uses advertising, organizes events, promotes new products or services, you can benefit from promotional banners that can easily be included into every email signature. 

Campaigns are created on the Marketing page, where promotional content is added via the editor.

Marketing page

Creating and managing marketing campaigns

1. Navigate to the Marketing page and start creating your campaign by selecting Create and giving your campaign a meaningful name.

Creating Marketing campaign

2. You can schedule its appearance using the integrated calendar or choose to run your campaign endlessly. 

Scheduling Marketing campaign

3. Next, add your marketing content to the editor, for example, a promotional banner using an image button from the editor toolbar. Do additional modifications to the content if necessary and click Save when you are done. You can edit and change campaign details at any time.

Adding campaigns to email signatures

For each campaign created a special marketing attribute is generated automatically. To add marketing content to your signature, simply insert the {marketing} placeholder to your signature template following the steps below. 

1. Go to the Templates page and from the Template name drop-down list select a template to which you want to add the campaign. 

2. Select the place in the template where you want to add your content and click on the Marketing button. Find the name of your campaign in the drop-down menu and select it. Click preview to see how your signature looks and click Save when you are done editing. The attached marketing campaign will be visible in every email for a selected period of time.

Adding Marketing campaign to signature template

Reports

The reports page gives you a preview of various useful reports which you can filter or download as CSV files. There are the following reports available:

  • Without mailbox – shows users that have no mailbox (for example, users with Cloud Identity license)
  • Without signature – shows users that currently have no signature assigned 
  • View all signatures – a preview of all users and signatures

Application settings

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On the settings page, administrators can preview and edit the following application settings:

  • UI defaults: Change grid density and manage filter and refresh preferences.
  • Scheduling: Schedule synchronization with Google Workspace (refresh users, OUs, groups and domains) and reapplying signatures from templates by selecting the desired time.

Admin roles

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If you are a super admin for your domain but want another user from your organization to be able to administer and manage Sign.UseWise app, you can assign them with certain admin roles and privileges in the Google Workspace admin console. 

You need to create a custom role in the Google Workspace admin console and assign that role to a user from your organization that will be responsible for managing Sign.UseWise. Find out how to create a custom role in the following Google article: https://support.google.com/a/answer/9807615.

The user should have the following Admin console privileges:

– Organization units: read

– Users: read

The following Admin API privileges are also required:

– Organization units: read

– Users: read

– Update: Add/Remove alias

– Update custom attributes

– Groups: read

Known issues

In the following sections, we will describe some issues that you may encounter when using Sign.UseWise. Soon the new version of the app will be available with all issues being fixed. Till then, you can use the workarounds described and let us know if you need any assistance.

Application load

When logging into Sign.UseWise or trying to upload an image to a gallery, it may happen that a blank window opens. Press CTRL+F5 to load the app. 

Application updates

We are continuously working on improving Sign.UseWise app and enhancing user experience, so from time to time, when logging into Sign.UseWise to see new features and improvements it may be necessary simply to press CTRL+F5 to load the new app version.