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How can I create an email signature in OpenCRM?

Updated: 27 February 2019 13:22:13 OpenCRM::Emails OpenCRM::Settings::Templates

You have two options:

1. Create a default signature that can be used by any number of Users

2. Create user-specific signatures

1. Create a default signature that can be used by any number of Users

This is done by using merge variables to populate the email signature with details relevant to each user - making a template that can be used throughout an organisation whilst still creating an personalised signature.

A merge variable is the term given to a symbolic name e.g. "$users_last_name" that is used to pull data from your OpenCRM system into a mail, document or template. It tells the system to find and insert the name or word that is referred to, in this example it is the User Last Name.

You don't need to be an HTML expert to do this, as we have compiled a list of merge variables for you to use. Simply select the required variable from the drop-down menu at the top of the email edit screen

Then copy and paste the merge variable into your email body as required, for example:
 

The variables selected will then pull through the relevant details into the email so that sending a mail using the variables in the example above will produce results along these lines:

A quick note about FORMATTING

Programs such as Word have a tendency to add formatting to documents. As a result your email template may show unexpected formatting such as extra spaces, different fonts, font size and so on. To avoid this, copy text into a program such as Notepad and then copy and paste the text from Notepad, this will strip any unwanted formatting.

Adding an image or company logo to your email template

To add your company logo or any other image into your email template, please refer to this FAQ: https://opencrm.co.uk/crm-knowledgebase/kb744103/I-would-like-to-add-an-image-to-an-Email-how-do-I-do-this.html

Traditionally you have been able to build email templates in OpenCRM that contain your default corporate signature (logo and address details), and adding individual merge variables you can customise this signature to populate certain fields with user-specific information such as first and last name, job title, direct and mobile phone numbers.

However there may be situations where you would prefer to customise this even further. This might mean replacing a corporate logo and signature with something more specific to a region, department or individual. To cater for this need, you can also create HTML signatures which are specific to an individual User.

2. Create a User-specific Signature

To do this, open the record for the User in Edit mode.

Scroll down to the User Information section to find the Signature field. Use the small arrow icon (highlighted) to expand the Editor:

If you have designed documents or email templates in OpenCRM you should be familiar with this Editor. You can use the various functions available to change the design of the signature used - alter the font, size and colour, include hyperlinks, images and formatting. If you have an HTML signature you can drop this into the template by selecting Source and pasting in your HTML source code.

De-select Source to view the email signature you have created:

If you are adding a large signature and need to view your work in more detail, you can make the signature box full-screen as you work on it; use the following icon to maximise the Editor:

When you are happy with the results you can Save your User record.

How to use the signature

You need to add a merge variable to your email templates which enables OpenCRM to look up the signature field on the User record and paste this onto the email. For details on how to use merge variables and build email templates please refer to this FAQ: https://opencrm.co.uk/crm-knowledgebase/kb680243/What-are-email-merge-variables-and-how-can-I-use-them--Do-these-work-with-HTML-Documents-as-well.html

Here is an example of a basic email template using the email signature:

And when this mail has been sent the recipient will see the full signature that you have added:

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