Centralized management of email signatures
Qboxmail allows you to manage email and Webmail signatures in a centralized way via your control panel.
Centralized signature management can operate:
- for all accounts of a domain, via control panel;
- for an email account, via control panel;
- for an email account, via Webmail.
Domain signatures via control panel
You can create a signature for all email accounts within a certain domain following the related operation, via your control panel.
The signature you create will be automatically added to the Webmail in Qboxmail, but not on other configured clients (e.g. Gmail, Outlook, etc.)
You can create a signature using plain text or HTML. You could also plan variables to set all of your user's signatures in a dynamic way.
You can set a signature that is valid for the whole domain only if you have a Professional or Enterprise plan.
You can set a signature can be used by all email accounts in a domain by going to your control panel, as shown below:
- _Domains > Name of Domain with either Professional or Enterprise plan > Settings > Webmail > _Centralized Mail Signature__
Insert your corporate signature with plain text, company logo, or directly paste the HTML of a previously edited signature. You could also add variables that will automatically be filled with each user's personal information as they appear in the domain's info and in the single user's profile.
A list of variables that you can use in the signature is shown below:
| Variable | Description |
|---|---|
{{f_name}} |
Name |
{{l_name}} |
Last name |
{{company}} |
Company name |
{{email}} |
Email address |
{{role}} |
Role |
{{phone}} |
Company phone number |
{{mobile}} |
Personal phone number |
{{email_secondary}} |
Second email address |
{{country}} |
Contry |
{{state}} |
Region |
{{city}} |
City |
{{zip}} |
Zip code |
{{address}} |
Address |
{{fax}} |
Fax number |
{{organizational_unit}} |
Organization unit |
The warning icon
indicates that some users have not filled one or more values in their profile.
By clicking on the warning icon , you will be able to see the list of all email accounts that have not added the correspondent value in their profile. You can update the domain profile in the Settings and the users' profiles in the single user settings. Once the information are updated, you will be able to fill all variables and complete the signature.
Once the signature is complete, you can:
- Enable/Disable the automatic application of the signature to all new email accounts.
Moreover, you will be able to:
- Apply the signature only to those accounts that don't have one, yet;
- Apply the signature to all domain users.
Uploading a signature to the whole domain only affects the main email accounts, not on the aliases.
Email accounts signatures via control panel
In the control panel, you can add, modify, or delete signatures associated to the identity of a single user — including the main email address and alias ones, if applicable.
The signature will be automatically added to the Qboxmail Webmail, but not to other mail clients.
In order to use this function, you must have either a Proferrional or Enterprise domain plan.
Customized email signatures for different email account identities will be automatically added to the Qboxmail Webmail and underneath all new composed messages.
Different identities will automatically appear according to each email address alias and domain alias settings.
Each signature includes the name shown, the identity this is associated with, and the available actions one can perform on the signature.
| Icon | Action | Description |
|---|---|---|
| Def. | Default | Allows to quickly check if a signature has the option Choose default sender active. |
| Ccn | Ccn | Allows to quickly check if a signature has the option Add sender in Ccn active. |
 |
Edit | Edit signature settings. |
 |
Delete | Delete signature. |
To add a signature, click on New signature. Then, select the identity that you want to link it to, add the name that it will display and the signature's body. Finally, click on Save. You can insert HTML codes in the signature's body, including the company logo or a hyperlink to your website.
Among the signature settings, you can choos to enable/disable:
- Set sender as default, in case an email address as more than one identities associated to it;
- Add sender in Ccn, which is particularly useful when managing with active forward feature or in the case of email/domain aliases.
- Don't add signature to replies
When only one identity is associated to a certain email address, the section will not appear and you will only have to add the name displayed in the signature.
If you added a signature for the whole domain via control panel, this will be automatically added to the main email account.
Email account signature via Webmail
Each user can autonomously manage their signature and create customized ones for each alias via Webmail.
Identities are automatically assigned depending on the email/domain aliases settings of your domain.
To manage a signature via Webmail, log in to Webmail:
- Settings
> Signature
Next to each signature, you will find the details related to the identity associated to it, including the displayed name, and the available actions that you can perform.
| Icon | Action | Description |
|---|---|---|
| Def. | Default | Allows to quickly check if a signature has the option Set sender as default active. |
| Ccn | Ccn | Allows to quickly check if a signature has the option Add sender in Ccn active. |
|
Edit | Edit the signature's settings. |
|
Delete | Delete signature. |
To add a new signature, click on New Signature and select the identity you want to associate it with. Then, add the name that will be displayed and the signature body. Finalize by clicking Save. You can add HTML elements in your signature, such as your company logo or a hyperlink to your website.
Among the signature settings, you can choos to enable/disable:
- Set sender as default, in case an email address as more than one identities associated to it;
- Add sender in Ccn, which is particularly useful when managing with active forward feature or in the case of email/domain aliases.
- Don't add signature to replies
If there is only one identity, this section won't be displayed and you will only have to insert the displayed name and signature body.
