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Starting with departments

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The Departments’s feature streamlines the creation of standard email signatures for employees by adding reserved fields filled at once. The idea is to save you time in managing email signatures.

In this tutorial, we’ll write down how to create and manage departments and deploy an email signature to the department.

You can also go directly to the end to see a step-by-step video tutorial.

Creating the first department

The first thing you need to do is have a department in mind or create a “General” department to cover them all.

As the illustration shows, we’ll create a department named “Sales team.” First, visit the Department’s Menu and then Create departments to start.

Create first department.

Fill in “Sales Team” in the text field for the name. Or you can use a general department name, to cover the whole company.

Importing employee files

This is the step where we’ll import your employee list into the department. You can do that with a CSV (comma-separated values) file, easily created with a sheet.

For now, ignore the other import methods.

Import employees via CSV file

There’s an example in the Importing page that can be downloaded for future reference. The first lines are the keys to the reserved spaces. The following lines are the data.

CSV example file

The placeholders in this example are: “name“, “position“, “phone” and “skypelink“.

If the import is successful, Bybrand will display the first employees to confirm. Click in Confirm and Continue to go to the next step.

Now it’s time to take the third step, to associate an email signature with the department.

Associate an email signature in department

Associating an email signature

The step now is to associate a standard email signature to the department, and it needs to have the placeholders that should be changed with the real data, the ones you imported.

You need to create a normal signature, in the Signatures tab and give it a name referencing the department.

About the department email signature

The department signatures are created using “placeholders” to be substituted with real data of the employees.

{{key}}

Two left curly braces, “tag name”, two right curly braces.

Here is an example of a departmental signature:

Email signature of departments

These fields will be substituted by a real employee data listed in the information form you imported.

Placeholders won’t work if you use a dot between names, for example: {{employees.name}}

Associating a signature

 Associating a signature

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.

Success email signature of the department created.

Viewing employees

You can view the personalized standard signature of each employee and paste it on each of their respective emails once you go to the employee menu.

View email signature of the employees

Tips

This is all very useful if you have a high quantity of employees, let’s say 20 or more, you’ll be able to create an email signature for all of them with a very simple process.

  • Placeholders work for links and text. This means that you can add a {{twitter-link}} in a URL.
  • The email paste process also has the integration feature where you can send the signature to Google Workspace and Freshdesk.
  • Use the Mass Action to send instructions to the employee.

Video tutorial

Watch a video with all of the creation processes, association, and viewing employee’s email signatures.


All done, if you have any questions or problems, please reach out to our client support.

Updated on 10 de January de 2022

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