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The Automation feature streamlines the creation and management of standardized email signatures for employees. By utilizing placeholders, you can efficiently generate personalized signatures, saving time and ensuring consistency across your organization.
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1) Creating your first automation
Begin by determining the group of employees you want to manage. For instance, you might create an automation named “Sales Team” to encompass all sales personnel.
- Navigate to the Automation menu.
- Click on Create Automation.
- Enter a name for your automation, such as “Sales Team”.
2) Importing employee data
Next, import your employee list into the automation. This can be done using a CSV (Comma-Separated Values) file, which you can easily create using spreadsheet software.
- Prepare a CSV file with headers corresponding to the placeholders you’ll use (e.g.,
name,position,phone,email). - In the automation, select the option to Import Employees.
- Upload your CSV file.
Ensure that your CSV file is correctly formatted. The first row should contain the headers (placeholders), and subsequent rows should contain the corresponding employee data.
The placeholders in this example are: “name“, “position“, “phone” and “skypelink“.
After uploading, Bybrand will display a preview of the imported employees. Review the information, then click Confirm and Continue to proceed.
Importing from integrations
You can also import a list of employees from third-party software like Google Workspace or Zoho. So, Bybrand will use the employee data to automatically generate employee email signatures.
3) Associating an email signature
Now, associate a standard email signature with your automation. This signature will use placeholders that will be replaced with actual employee data.
- Navigate to the Signatures tab.
- Create a new signature or select an existing one.
- Incorporate placeholders into the signature where appropriate (e.g.,
{{name}},{{position}},{{phone}}).
Associating a signature:
Placeholder guidelines
The dynamic signatures are created using “placeholders” to be replaced with real data of the employees.
{{key}}
- Placeholders should be enclosed in double curly braces, like
{{name}}. - Avoid using dots or spaces in placeholder names. For example, use
{{employeeName}}instead of{{employee.name}}.
Here is an example:
Once your signature is ready, associate it with the automation. You’ll receive a confirmation message upon successful association.
After you associate an email signature, you will present the success message with the fourth step. Then click the employee’s button to view the email signatures created.
4) Viewing employees
With the signature associated, you can now view and manage individual employee signatures:
- Go to the Employees section within your automation.
- Click on an employee’s name to view their personalized signature.
- From here, you can copy the signature, send it via email, or deploy it directly to integrated platforms like Google Workspace or Zoho CRM.
Tips for effective use
- Placeholders can be used for both text and hyperlinks. For example,
{{twitterLink}}can be used to insert a personalized Twitter URL. - Utilize the Bulk Action feature to send signature deployment instructions to multiple employees simultaneously.
- Integrate with platforms like Google Workspace and Freshdesk for seamless signature deployment.
Additional resources
- How to create email signatures from a CSV file?
- How to create a dynamic email signature?
- Automation: how to add a dynamic URL in the email signature;
All done, if you have any questions or problems, please reach out to our client support.