Mail Signatures

A mail signature is a block of HTML text automatically appended to the bottom of outgoing correspondence. Signatures identify the sender, their role, and contact details — eliminating the need to type this information manually on every correspondence item.

Signatures can be configured at three levels: organisation, project, and user. Each level can have a default signature applied automatically when composing.

Signature scopes

Scope	Who creates it	Where it appears
Organisation	Org Admin	Available to all members as a selectable signature; can be set as the org default
Project	Project Admin	Available to all members in that project; can override the org default for that project
User	Any member	Personal signature visible only to that member; takes precedence over org and project defaults if set as personal default

Creating a signature

1. Navigate to Settings → Mail → Signatures (org-level) or Project Settings → Mail → Signatures (project-level). For a personal signature: go to your User Profile → Signatures.
2. Click New Signature.
3. Fill in the fields:

Field	Required	Description
Name	Yes	Internal label to identify this signature (e.g. "Company Standard — English")
Scope	Yes	Organisation, Project, or User
Body	Yes	The signature content — supports HTML for formatting (bold, line breaks, images via URL)
Default	No	Mark as the default signature for this scope. When composing, this signature is loaded automatically unless the author selects another.

4. Click Save.

HTML body format

The signature body uses HTML. You can enter plain text or structure it with HTML tags. Common elements:

<p><strong>Jane Smith</strong><br>
Document Controller | Acme Infrastructure<br>
📞 +61 2 9000 1234 | ✉ jane.smith@acme.com.au</p>
<img src="https://acme.com.au/logo.png" alt="Acme" height="40">

tip

Keep signatures concise. Long signatures with large images can cause rendering issues in email clients. Test your HTML before setting it as the default.

Setting a default signature

Only one signature per scope can be marked as Default. When an author composes a correspondence item:

1. The system checks for a User-scope default signature first.
2. If none exists, it applies the Project-scope default.
3. If none exists at project level, it applies the Organisation-scope default.
4. If no default is set at any level, no signature is pre-loaded (the author selects one manually or composes without a signature).

To change the default: open the signature you want as the new default and toggle Default to on. The previous default is automatically unset.

Editing and deleting signatures

• Edit: Open the signature → make changes → Save.
• Delete: Open the signature → click Delete. If the signature is currently set as a default, you must first assign a different default before deleting.
• Signatures in use on sent correspondence items are not affected by editing or deleting — they are stored as snapshots on the correspondence record at the time of sending.

Using signatures when composing

When composing a new correspondence item, the Signature selector appears in the composition panel. The default signature is pre-loaded. To switch:

1. Click the Signature dropdown.
2. Select any available signature (your personal signatures appear first, then project signatures, then org signatures).
3. The body updates immediately with the selected signature.

To remove the signature entirely, select None from the dropdown.

What's next

• Mail Templates — create reusable body text for common correspondence types
• Mail Type Configuration — define which correspondence types are available
• Composing Correspondence — full guide to sending correspondence