{"id":467,"date":"2019-09-24T15:56:21","date_gmt":"2019-09-24T18:56:21","guid":{"rendered":"https:\/\/www.bybrand.io\/docs\/?post_type=ht_kb&#038;p=467"},"modified":"2026-04-28T17:06:24","modified_gmt":"2026-04-28T20:06:24","slug":"bybrand-departments","status":"publish","type":"ht_kb","link":"https:\/\/www.bybrand.io\/docs\/article\/bybrand-departments\/","title":{"rendered":"Getting started with Automation"},"content":{"rendered":"\n<p>The <strong>Automation<\/strong> feature makes it easy to create and manage standardized email signatures for entire teams. By using <strong>placeholders<\/strong>, you guarantee consistency, time savings, and automatic personalization with each employee&#8217;s data.<\/p>\n\n\n\n<p><strong>Watch a video with:<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Creating a standard email signature for all employees\" width=\"1200\" height=\"675\" src=\"https:\/\/www.youtube.com\/embed\/SOVtYggeFPE?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"creating\">1) Creating your first automation<\/h2>\n\n\n\n<p>Start by defining the group of employees you want to manage. For example, you could create an automation called &#8220;Sales Team&#8221; to cover the entire sales team.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Navigate to the <strong>Automation<\/strong> menu.<\/li>\n\n\n\n<li>Click on <strong>Create group<\/strong>.<\/li>\n\n\n\n<li>Enter a name for your automation, such as &#8220;Sales Team&#8221;.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"956\" height=\"432\" src=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/createFirstAutomationGroup.png\" alt=\"Create group\" class=\"wp-image-7017\" srcset=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/createFirstAutomationGroup.png 956w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/createFirstAutomationGroup-300x136.png 300w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/createFirstAutomationGroup-768x347.png 768w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/createFirstAutomationGroup-50x23.png 50w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/createFirstAutomationGroup-60x27.png 60w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/createFirstAutomationGroup-100x45.png 100w\" sizes=\"auto, (max-width: 956px) 100vw, 956px\" \/><\/figure>\n\n\n\n<p>\ud83d\udca1 Consider the automation to be a &#8220;group of employees&#8221; who will share the same signature.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">2) Importing employees<\/h2>\n\n\n\n<p>You can add employees in two ways:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">a) CSV file<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Create a CSV file in UTF-8 with the necessary fields, such as <code>name<\/code>, <code>job title<\/code>, <code>phone number<\/code>, <code>email<\/code> <code>address<\/code>.<\/li>\n\n\n\n<li>The first line should contain the headers (placeholders).<\/li>\n\n\n\n<li>Upload the file in <strong>Import Employees<\/strong>.<\/li>\n\n\n\n<li>Review the data in the preview and confirm.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">b) Integrations<\/h3>\n\n\n\n<p>Connect directly with <a href=\"https:\/\/www.bybrand.io\/docs\/article\/departments-gsuite-import\/\" target=\"_blank\" rel=\"noreferrer noopener\">Google Workspace<\/a>, <a href=\"https:\/\/www.bybrand.io\/docs\/article\/microsoft-entra-integration\/\">Microsoft Entra ID<\/a>, or other compatible platforms. The data will be imported automatically, ready to generate signatures.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-importing\">3) Importing an employee CSV file<\/h2>\n\n\n\n<p>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.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Prepare a CSV file with headers corresponding to the placeholders you will use (e.g., name, job title, phone number, e-mail address).<\/li>\n\n\n\n<li>In the automation, select the &#8220;Import employees&#8221; option.<\/li>\n\n\n\n<li>Upload your CSV file.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1151\" height=\"590\" src=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/importFromIntegrations.png\" alt=\"Import employees from a CSV file.\" class=\"wp-image-7030\" srcset=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/importFromIntegrations.png 1151w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/importFromIntegrations-300x154.png 300w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/importFromIntegrations-1024x525.png 1024w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/importFromIntegrations-768x394.png 768w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/importFromIntegrations-50x26.png 50w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/importFromIntegrations-60x31.png 60w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/importFromIntegrations-100x51.png 100w\" sizes=\"auto, (max-width: 1151px) 100vw, 1151px\" \/><\/figure>\n\n\n\n<p>Make sure your CSV file is formatted correctly. The first line should contain the headers (placeholders), and the subsequent lines should contain the corresponding employee data.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"600\" height=\"166\" src=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/departments-employees-csv.jpg\" alt=\"CSV example file\" class=\"wp-image-419\" srcset=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/departments-employees-csv.jpg 600w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/departments-employees-csv-300x83.jpg 300w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/departments-employees-csv-50x14.jpg 50w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/departments-employees-csv-60x17.jpg 60w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/departments-employees-csv-100x28.jpg 100w\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" \/><\/figure>\n\n\n\n<p>The placeholders in this example are <em>&#8220;fullName&#8221;, &#8220;email&#8221;, &#8220;position,&#8221; &#8220;phone&#8221; and &#8220;linkedinProfile&#8221;.<\/em><\/p>\n\n\n\n<p>After sending the file, Bybrand will display a preview of the imported employees. Review the information and click Confirm and Continue to proceed.<\/p>\n\n\n\n<p>A more comprehensive tutorial for CSV can be found <a href=\"https:\/\/www.bybrand.io\/docs\/article\/email-signatures-from-csv\/\" target=\"_blank\" rel=\"noreferrer noopener\">here<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-associating\">4) Associating an email signature<\/h2>\n\n\n\n<p>Now associate a standard email signature with the group. This signature will useplaceholders,s which will be replaced by the employee&#8217;s actual data.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Navigate to the <strong>Signatures<\/strong> tab.<\/li>\n\n\n\n<li>Create a new signature or select an existing one.<\/li>\n\n\n\n<li>Incorporate placeholders into the signature where appropriate (e.g., <code>{{name}}<\/code>, <code>{{position}}<\/code>, <code>{{phone}}<\/code>).<\/li>\n<\/ol>\n\n\n\n<p>Associating a signature:<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"953\" height=\"507\" src=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step4-1.png\" alt=\" Associating a signature\" class=\"wp-image-1329\" srcset=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step4-1.png 953w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step4-1-300x160.png 300w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step4-1-768x409.png 768w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step4-1-50x27.png 50w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step4-1-60x32.png 60w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step4-1-100x53.png 100w\" sizes=\"auto, (max-width: 953px) 100vw, 953px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Placeholder guidelines<\/h3>\n\n\n\n<p>The dynamic signatures are created using &#8220;placeholders&#8221; to be replaced with real data of the employees.<\/p>\n\n\n\n<pre class=\"wp-block-preformatted\">{{key}}<\/pre>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Placeholders should be enclosed in double curly braces, like <code>{{name}}<\/code>.<\/li>\n\n\n\n<li>Avoid using dots or spaces in placeholder names. For example, use <code>{{employeeName}}<\/code> instead of <code>{{employee.name}}<\/code>.<\/li>\n<\/ul>\n\n\n\n<p>Here is an example: <\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"777\" height=\"384\" src=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/signature_placeholders.png\" alt=\"Department email signature\" class=\"wp-image-6038\" srcset=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/signature_placeholders.png 777w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/signature_placeholders-300x148.png 300w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/signature_placeholders-768x380.png 768w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/signature_placeholders-50x25.png 50w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/signature_placeholders-60x30.png 60w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/signature_placeholders-100x49.png 100w\" sizes=\"auto, (max-width: 777px) 100vw, 777px\" \/><\/figure>\n\n\n\n<p>Once your signature is ready, associate it with the automation. You&#8217;ll receive a confirmation message upon successful association.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"952\" height=\"429\" src=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step5-1.png\" alt=\"Success email signature of the department created.\" class=\"wp-image-1331\" srcset=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step5-1.png 952w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step5-1-300x135.png 300w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step5-1-768x346.png 768w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step5-1-50x23.png 50w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step5-1-60x27.png 60w, https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2020\/02\/department-step5-1-100x45.png 100w\" sizes=\"auto, (max-width: 952px) 100vw, 952px\" \/><\/figure>\n\n\n\n<p>After you associate an email signature, you will present the success message with the fourth step. Then click the <strong>employee&#8217;s button<\/strong> to view the email signatures created.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-viewing\">4) Viewing employees<\/h2>\n\n\n\n<p>With the signature associated, you can now view and manage individual employee signatures:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Go to the <strong>Employees<\/strong> section within your automation.<\/li>\n\n\n\n<li>Click on an employee&#8217;s name to view their personalized signature.<\/li>\n\n\n\n<li>From there, you can copy, email or paste directly into email services such as Gmail or Outlook.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-video\"><video height=\"720\" style=\"aspect-ratio: 1280 \/ 720;\" width=\"1280\" controls poster=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/UsingTheEmployeesEmailSignatures.jpg\" src=\"https:\/\/www.bybrand.io\/docs\/wp-content\/uploads\/2019\/09\/UsingTheEmployeesEmailSignatures.mp4\"><\/video><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Tips for effective use<\/h2>\n\n\n\n<p>Placeholders can be used for both text and hyperlinks. For example, <code>{{twitterLink}}<\/code> can be used to insert a personalized Twitter URL.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Utilize the <strong>Bulk Action<\/strong> feature to send signature deployment instructions to multiple employees simultaneously.<\/li>\n\n\n\n<li>Integrate with platforms like Google Workspace and Freshdesk for seamless signature deployment.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Additional resources<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.bybrand.io\/docs\/article\/bulk-send-signature\/\" target=\"_blank\" rel=\"noreferrer noopener\">How to send a signature to an employee<\/a>.<\/li>\n\n\n\n<li><a href=\"https:\/\/www.bybrand.io\/docs\/article\/departments-email-signature\/\" target=\"_blank\" rel=\"noreferrer noopener\">How to create a dynamic email signature<\/a>.<\/li>\n\n\n\n<li><a href=\"https:\/\/www.bybrand.io\/docs\/article\/department-add-dynamic-url\/\">Automation: how to add a dynamic URL in the email signature<\/a>.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<p>If you need any clarifications or difficulties, please contact our support team.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>How to create and manage dynamic signatures, as well as deploy signatures using automation<\/p>\n","protected":false},"author":1,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[62],"ht-kb-tag":[],"class_list":["post-467","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-automation"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.0 - 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