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In this tutorial, you will learn how to sync user data between a connected integration and the placeholders used in email signatures.
This feature can be used with integrations such as Google Workspace, Microsoft Entra ID, and Zoho CRM, as long as the integration is active and users have been imported into an Automation group.
Syncing is ideal for keeping employee data up to date when information such as job title, phone number, department, company, or other contact fields changes frequently.
This way, you avoid repetitive manual updates and keep the data used in signatures consistent.
Before you start
Before syncing data, make sure that:
- The desired integration is active in Bybrand.
- Users have already been imported into an Automation group.
- Signature placeholders are configured to use fields from the integration.
- The integration has permission to read the required user data.
Sync data
In the Automation area, open the group connected to the integration you want to update.
Then, click the Sync data button.
Click the button to load users.
When you click it, Bybrand will retrieve the most recent information available from the connected integration.
At this stage, you can sync user data from the remote directory with the email signature placeholders.
This action will sync the data of the imported employee list. Placeholder values will be updated with the most recent information available in the integration.
In the next step, select the users whose data you want to sync.
Finally, click Sync selected.
After the success message appears, the placeholders of the selected employees will be updated with the new data.
FAQ
Gmail email signature
Bybrand does not automatically update the email signature in the user’s account without your action.
To apply changes in Gmail, use the Bulk-update feature to send the updated signature to the user’s email account.
Delay in data propagation
When you update a user field in the directory, it may take some time for the changes to propagate across services.
Some updates may take up to 24 hours to take effect.
If you sync data with Bybrand and do not see any changes, you may need to wait and try again later.
More information:
https://support.google.com/a/answer/7514107/how-changes-propagate-to-google-services
Can I sync only some users?
Yes. During the process, you can select which users you want to sync.
This is useful when you wish to update only one employee or a small group without affecting all records in the Automation group.
What happens to manually added data?
Bybrand may retain manually added values when the corresponding field is empty in the source integration.
For example, if you manually add a department value for an employee, but that field is empty in the connected directory or CRM, the sync process may preserve the existing manual value.
This helps prevent useful data from being overwritten when the source does not provide it.
Manual update
You can also update placeholder data manually.
This option is useful when you need to quickly modify data for one or two employees without running a full sync.
To complete this, go to the Employees list within the Automation group. Then click the Edit button for the desired employee.
On the edit screen, you can view and modify the fields used in the signature placeholders.
After saving the changes, the employee’s signature can be updated or redeployed, depending on your organization’s setup.
Watch a full video of the manual steps:
If you require any further assistance, please contact our support team.