Email Signatures

[randibrammeier]

My boss wants me to create email signatures that would work for all users on our account. I am set up as a Super Admin, am I able to do so? How do I do this? Thanks!

[Phil_Vallender · Accepted solution]

Hi @randibrammeier

At the moment, HubSpot CRM users can only create their own email signature, much the same Office 365 users can. The only way to apply a global standard is to create it centrally and have everyone apply it locally. 

This may change when HubSpot introduces the Sales Professional platform, but I haven't heard about this specific aspect. 

The situation is similar in the marketing tool. Only a user themselves can create their signature for automatic insertion in personalised emails. Email templates can have a signature that you update when creating the email, however. 

Hope this helps.

[karstenkoehler · Accepted solution]

Hi @randibrammeier,

I have good news for you, it's now possible to do this:

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[Live] Set default settings and preferences for groups of users

What is it?

Presets is a centralized tool to help admins configure their users within their HubSpot account. Using Presets, admins will have the ability to create email signatures and apply defaults such as homepage, dashboard, language, and date & number format.

Why does it matter?

Today, our admins struggle to efficiently set up their users in HubSpot. They spend too much time doing repetitive tasks and having ad hoc meetings in an effort to set up users correctly. This amounts to a time-consuming onboarding for both admins and their users.

Across our customer base, it was clear that this process was both frustrating and error-prone. Presets fixes this problem by giving admins the functionalities they need to configure their users more productively, allowing for a jump-start into their workspace.

How does it work?

Overview

You can begin leveraging Presets in Users & Teams located in Settings. When creating a new Preset, navigate between the General and Email Signature tabs to set defaults and preferences.

1. In General, you can set a default homepage, dashboard, language, and date and number format.

2. In Email Signature, you can utilize the Simple or HTML editor to customize email signatures.*

*Email Signature has the option to be turned off.

Who gets it?
Presets will be available to all Professional and Enterprise Hubs.

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Best regards!

[opendorz]

We had another logo change, and I trying to use the email sig Preset solution you mentioned was created earlier this year.  Unfortunately, when I try to save the preset the button is not active and it says "Preset needs language and locale" when I mouse over it. No idea what that means.

[kvlschaefer]

Hi @opendorz,

Thank you for reaching out!

If you are still running into this issue, I would recommend connecting with HubSpot Technical Support, as Support is included in your subscription and they will be able to provide real-time assistance for this matter, where you are able to share screenshots and further information about this.

Thank you,

Kristen

[kvlschaefer]

Thanks for sharing this update, @karstenkoehler!

[kareldgr]

Hi

I've been asked by my team leader to make an email signature for each member of our organisation. How do I share each result to each individual member? The 'mail to a colleague' button is not responding and the source code is not usable in gmail.

Thank you.

[CurioCreativeAg]

Hey! I have been looking for a solution to this for a while and finally figured it out today. You need to utilize the email modules, so that whatever module you create, it can pull that data into that email. I found an article here that teaches how to create the modules.  Hope this is helpful.

Here's some sample code... once the modules have been build, you simply add them to the email signature structure, like so here. 

<tr class="EmployeeDetails">
                              <td style="padding-left:15px">
                                <table border="0" cellpadding="0" cellspacing="0" width="100%" style="border-collapse:collapse;">
                                  <tbody>
                                    {% if module.person_phone_number %}
                                    <tr>
                                      <td width="75%">
                                        <span style="font-family:Arial,sans-serif;font-size: 16px;font-weight:700;line-height: 1.5;color: rgb(209, 34, 41);">P</span>
                                          <a href="tel:{{ module.person_phone_number }}" style="font-family:Arial,sans-serif;text-decoration: none solid transparent;font-size: 16px; color: rgb(0, 0, 0);"> {{ module.person_phone_number }}</a>
                                        {% endif %}
                                        <span style="font-family:Arial,sans-serif;font-size: 16px;font-weight:700;line-height: 1.5;color: rgb(209, 34, 41);">
                                          <span style="font-family:Arial,sans-serif;font-size: 16px;font-weight:700;line-height: 1.5;color: rgb(209, 34, 41);">E</span>
                                        </span>
                                        {% if module.email_address %}
                                        <a href="mailto:{{ module.email_address }}" style="font-family:Arial,sans-serif;text-decoration: none solid transparent;font-size: 16px; color: rgb(0, 0, 0);"> {{ module.email_address }}</a>
                                      </td>
                                      {% endif %}
                                      <td width="25%">
                                        <a href="https://www.facebook.com/" target="_blank" rel="noopener noreferrer" style="text-decoration: none solid transparent; color: inherit;">
                                          <img src="#" style="display: inline-block; vertical-align: middle; margin: 0px; float: none;" width="28" height="28"></a>
                                        <a href="https://www.linkedin.com/" target="_blank" rel="noopener noreferrer" style="text-decoration: none solid transparent; color: inherit;">
                                          <img src="#" style="display: inline-block; vertical-align: middle; margin: 0px; float: none;" width="28" height="28"></a>
                                        <a href="https://www.youtube.com/" target="_blank" rel="noopener noreferrer" style="text-decoration: none solid transparent; color: inherit;">
                                          <img src="#g" style="display: inline-block; vertical-align: middle; margin: 0px; float: none;" width="28" height="28"></a>
                                      </td>
                                    </tr>
                                  </tbody>
                                </table>
                              </td>
                            </tr>

[kvlschaefer]

Hi @CurioCreativeAg,

Thank you so much for sharing this helpful information with us!

This is great 🙂 

Best,

Kristen

[Bausbrooks]

Yep, I would love to see this addressed. Noticed a handful of our employees having old logos or using strange versions of the logo image, despite creating a detailed tutorial. 

We want to update every employee's email signature to include a CTA for a new whitepaper, and have no way to do this in bulk. 

[rmitchell1]

Seems like there would be more activity on this issue since it originally went live in 2017. SalesHub Professional has been out for a long time, but no one seems to have addressed this issue since then. Definetely an upvote!

[lk_dev]

Yes you can manually log into each account as you make them and add a signature. Resource here: https://www.hubspot.com/email-signature-generator

I wouldn't reccomend going that route.  

I would check out the 2 links below. You can globally change all email footers in all HubSpot account in a few seconds if you set it up with a snippet. If I was to go back on setup on some of my large clients, I would have used one of these. 

OpenSense: https://www.opensense.com/

Sigstr: https://www.sigstr.com/

Hope that helps! 

Best,

Lindsey

[Arne]

That’s not a solution at all. Forcing business users to play around with html... which is required since the entire formatting (fonts, cuts, sizes, colors etc.) are only possible in the html option.

Also, signatures have MUST HAVE components that the enterprise has to add to outbound emails. If some are missing due to lack of control the enterprise can be held liable for that.

What’s required is a central management option for all enterprise mandatory information and the option to work with the required sender tokens for personalization.

To achieve such personalization and standardization the preferences part should ve centrally controlled and extended with additional fields such as job title, cell phone, business address of the employee ...

An outbound email in which the sender can add eg a wrong title can be quite dangerous since the external party can - and with all rights - claim that the sender has pretended to be in the right hierarchical position ....

Outbound signatures are elements of corporate communication thus need to be controlled centrally.

[Phil_Vallender · Accepted solution]

Hi @randibrammeier

At the moment, HubSpot CRM users can only create their own email signature, much the same Office 365 users can. The only way to apply a global standard is to create it centrally and have everyone apply it locally. 

This may change when HubSpot introduces the Sales Professional platform, but I haven't heard about this specific aspect. 

The situation is similar in the marketing tool. Only a user themselves can create their signature for automatic insertion in personalised emails. Email templates can have a signature that you update when creating the email, however. 

Hope this helps.

[opendorz]

Has this issue been addressed by HubSpot?  It's ridiculous that the Admin of our account cannot globally update or change our users signatures.  We're introducing a new logo, and it'll be impossible to have all of our users correctly change their signatures in HubSpot.  C'mon, someone at HS needs to make this capability happen, it's only been 5 years since the original inquiry!

[Arne]

That’s not a solution at all. Forcing business users to play around with html... which is required since the entire formatting (fonts, cuts, sizes, colors etc.) are only possible in the html option.

Also, signatures have MUST HAVE components that the enterprise has to add to outbound emails. If some are missing due to lack of control the enterprise can be held liable for that.

What’s required is a central management option for all enterprise mandatory information and the option to work with the required sender tokens for personalization.

To achieve such personalization and standardization the preferences part should ve centrally controlled and extended with additional fields such as job title, cell phone, business address of the employee ...

An outbound email in which the sender can add eg a wrong title can be quite dangerous since the external party can - and with all rights - claim that the sender has pretended to be in the right hierarchical position ....

Outbound signatures are elements of corporate communication thus need to be controlled centrally.

[Sharayah]

Agreed! I love the ability to design the signature with a HubSpot tool, but it is a cumbersome task to create one for all of my employees. We have specific brand elements that require formatting beyond a plug and play set up. 

Would like to see this built out further & able to function across all accounts linked to HubSpot.