Automatic signature in notifications

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Planfix gives you the ability to add a signature to messages addressed to external contacts. There are four types of signatures, which cover a large number of use cases:

  • Personal employee signatures, which can be set in employee cards
  • Personal employee signatures, which can be set at the address level for each external address an employee uses
  • Employee group signatures, which can be set at the account level
  • Employee group signatures, which can be set at the address level for employees' external addresses


Personal employee signatures, which can be set in employee cards

In an employee's card, in Edit mode, there is a checkbox option for Add a signature to notifications for external contacts under the expandable group Email. When you click the checkbox, a text block will appear where you can add your usual signature:

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This signature is used in the following cases:

  • When notifications for external contacts are sent from an employee's internal Planfix email—that is, when an external email addresses is not used.
  • If notifications for external contacts are sent from an external email address (personal or company) but a signature isn't set at the address level (see below).


Personal employee signatures at the external account level

Planfix lets employees add one or more external email addresses they can use to send emails to external contacts, depending on the project or other conditions. Each of these email addresses can have its own signature:


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These signatures will be used only when sending notifications from these email addresses.


Employee group signatures at the account level

Sometimes certain employees from one account need to interact with people outside Planfix using a single email address. An all-purpose signature is added for those employees. This approach is often used when organizing a support team's work. Customers work with anonymous technicians and are not bound to any specific employee.


In this case, if notifications are sent to external contacts using a Planfix email address, the signature for these emails can be set in Account management / Email / Outgoing messages / Signature in notifications:


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  • If signatures are set both at the account level and in a specific user's card, the settings at the user level will be applied (first scenario in the help section). This makes it possible to use a general signature for one group of employees in an account (by setting it at the account level) and personal signatures for another group of employees (by setting them in the employees' personal cards).


Employee group signatures set at the email address level

If, in the situation described above, you need to send email notifications from external company email addresses, you can add the signatures in the settings for each email address:

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These signatures will be used only when sending notifications from these email addresses.


Images in signatures

To add an image or logo to a signature, you must open the public domain image in a new browser tab and drag it into your signature in edit mode. The image will be inserted as a link to the third-party resource, so it must be a public domain image.


Important

  • Only paid and premium accounts can use automatic signatures. Users with the free plan cannot use them.
  • These features will be available for new Planfix accounts during trial periods so new users can test them out. If an account switches to the free plan after their trial period, emails will switch to being sent without signatures.


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