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Working with Bybrand Departments

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Bybrand Departamentos speeds up the creation of standard e-mail signatures, adding reserved fields that need to be filled only once. The idea is to save you a lot of time during the managing of the e-mail subscriptions with a big team. Or, simply, to help your company to have a nice and equal signature for all of your employees.

In this tutorial, we’ll write down how to create and manage departments, as well as some cool concepts.

Release Announcement

We recommend you to read about Bybrand Departaments in our release statement, where we have a presentation that complements this tutorial.

Creating the first department

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

As the illustration shows, we’ll create a department with the name Sales. Visit the Signature Menu and then Departments.

Bybrand Departaments

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

Importing employee files

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

In the future, you’ll also be able to import from integrations such as agents from Freshdesk and Zoho Desk or Google’s G Suite users.

Importing employee files

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

CSV example file

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

Once there’s a successful importation, Bybrand will show all the imported employees. Now is the time to go to the last step, that is to choose a signature for the department.

Set email signature in departments

Associating an email signature

The step now is to associate a standard email signature to the department and it needs to have reserved fields 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 signature

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

{{key}}

two opening brackets, “tag name” and two closing brackets)

Here is an example of a departmental signature:

Email signature of departments

All of 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

Set email signature in departments

After you associate a signature, go back to the Employee step. You’ll be able to see the signatures being changed with each private information of the employee.

Viewing employees

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

View email signature at Departments

This is all very useful if you have a high quantity of employees, lets say 20 or more, you 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 process of pasting on an email has integration resources as well, where you can send the signature to G Suite and Freshdesk.

Video tutorial

Watch a video with all of the creation process, 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 7 de October de 2019

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