Signatures

In short: Every user sets up their own email signature under My profile. aishaa automatically places that signature below every email reply you send from a ticket. If you work in several organisations, you have a separate signature for each organisation. With the Extra signatures feature you can also add alternatives and choose one per message. For messages that aishaa sends without a human sender, aishaa uses a separate signature at organisation level.

Where to find this

Click My profile at the bottom of the menu and scroll to the Signature block. If you have access to more than one organisation, the block is called Signature for selected organisation and you first choose the organisation at the top of the page.

Who: every user, from the Viewer role. The signature is personal and applies per user (and per organisation if you have several). The signature for automatic messages is under Organisation > General and requires the Organisation admin role.

The Signature block on the My profile page, with the text editor, the Save button and below it the Extra signatures block with the Current signature row and the Add signature button.

Set up your signature

1. Go to My profile.
2. If you work in several organisations: choose the organisation you are setting up the signature for at the top.
3. Type or paste your signature in the editor under Signature. You can use formatting and place images (such as a logo) in the text. Separate attachments are not possible in a signature.
4. Click Save. You see Your signature has been saved.

A signature from Outlook or Word

You can paste a signature from Outlook or Word into the editor. aishaa keeps such a signature as a whole, with the formatting, styles and tables that Outlook or Word put in it, and sends it exactly as it was saved. Opening it and saving it again does not change anything.

If you want to change something that you cannot easily point to in the editor, click HTML source in the toolbar. You then see the HTML of the signature and change it directly. Click HTML source again to go back to the normal view.

Signature per organisation

If you have access to more than one organisation, aishaa stores a separate signature for each organisation. The block is then called Signature for selected organisation. Switch organisation at the top of the page and set up a separate signature for each organisation, for example with a different logo or a different job title. When you reply to a ticket, aishaa uses the signature of the organisation the ticket belongs to.

If you have access to exactly one organisation, the block is simply called Signature and there is one signature.

Extra signatures

This feature is available if the Extra signatures feature has been activated for your account.

With extra signatures you add alternatives alongside your regular signature, for example a short version, an English version or a version for a specific team. The Extra signatures block has the explanation: Add alternatives and choose which signature is used by default.

Add an extra signature

1. In the Extra signatures block, click Add signature. The Add extra signature dialog opens.
2. Enter a Name (required; otherwise you see Enter a name for the signature.). You later choose the signature by this name in the reply box.
3. Create the signature in the editor (formatting and images in the text are allowed).
4. Click Save.

You can add a maximum of 10 extra signatures per organisation.

The list and the default

The list always starts with the Current signature row with the explanation The signature configured above. That is your regular signature. Below it are your extra signatures, each with:

As long as you have not chosen an extra signature as the default, Current signature is the default. If you delete the signature that was the default, aishaa falls back to Current signature.

Choose in the reply box

If the feature is active, the reply box of an email ticket has a signature menu with Current signature and the names of your extra signatures. The default is ticked in advance; choose another one to switch the signature for this one message. This does not change your default setting.

If the feature is switched off for the account, your extra signatures are kept, but aishaa no longer uses them (Extra signatures are disabled. Existing alternatives are preserved but not used.).

How the signature gets into an email

• When you open an email ticket, your signature (or your default extra signature) is already below the reply in the reply box. You can edit the text above the signature as usual.
• With the signature button in the toolbar of the reply box, you insert your signature again if you had removed it. If it is already there, you see Signature is already added.; if you replaced a modified version, you see Signature replaced. If you do not have a signature yet, you see You do not have a signature set yet. Please go to your account settings and create your signature for future use.
• If you have aishaa translate a reply, the signature is not translated along with it (Signature was not included.). See Translation.
• No signature is added to WhatsApp messages.

Send without a signature

If you send an email while there is no signature in the message, the following happens:

• If you have not set up any signature at all, the first time the No signature configured dialog appears with the text You have not configured an email signature yet. You can set one up now, send this message anyway, or cancel. and the buttons Cancel, Set up now (takes you to My profile) and Send anyway. This dialog appears once per browser; after that, aishaa sends without a signature without asking again.
• If you have set up a signature but removed it from the message, aishaa asks You are about to send a message without a signature. Do you wish to continue?
• If you edited the signature in the message so that it differs from your configured signature, aishaa asks You are about to send a message with a signature that differs from the default. Do you wish to continue?

The No signature configured dialog that appears the first time you send without a signature, with the Cancel, Set up now and Send anyway buttons.

Signature for automatic messages

Under Organisation > General there is the Signature for automatic messages field with the explanation: Appended to messages aishaa sends without a human sender, such as autonomous supplier messages. Basic HTML is allowed. When a person approves a message, their own signature is used instead.

This signature applies per organisation and requires the Organisation admin role. aishaa only uses it when there is no person behind the message, for example for a message that a workflow sends straight to the customer (such as an acknowledgement of receipt). As soon as a colleague approves and sends a suggested message, that colleague’s signature goes below it. Review emails do not get a signature; put your sender details in the text itself. See Automatic reply and acknowledgement of receipt.

Good to know

• There is no central signature that an admin sets up for all colleagues. Every user manages their own signature; the only signature at organisation level is the one for automatic messages.
• A profile photo or name is not added to the signature automatically; you add everything that needs to be in the signature yourself.
• Images in your signature travel along as part of the email. Keep them small; large images count towards the message size (see Sending limits and image optimisation).
• If you work in several organisations and see the wrong signature below a reply, check under My profile whether you have set up a signature for that organisation.

Related

• My profile
• Replying to a ticket
• General organisation settings
• Features per account
• Translation
• External parties
• Automatic reply and acknowledgement of receipt