A more flexible way to manage email signatures

Some time ago, we launched AdSigner 2.0 with a redesigned experience and a range of improvements to the way organizations manage email signatures. The response has been great, and we're pleased to see how positively the new version has been received.

But launching a new version doesn't mean development stops.

After the launch of AdSigner 2.0, we continued looking for ways to make the service more flexible, transparent and easier to manage.

As a result, we've made an important improvement to the way you manage email signatures in AdSigner.

A more modular approach

The key change is simple:

Processes that were previously handled together can now be managed independently.

This applies to three important areas:

• creating, editing and publishing signatures;
• assigning users to signatures,
• managing the email notifications sent out to users when a signature is created or edited.

By separating these processes, administrators have more control over each individual step.

Instead of making a change and applying it immediately as part of one larger process, you can now prepare, review and publish changes independently.

This makes the workflow clearer and gives you more flexibility when managing signatures across your organization.

A new way to manage signatures

One of the most important improvements is the way signatures are created and edited.

A signature can now be created and managed independently of the users assigned to it.

When you start changing an existing published signature, the updated version is kept in draft mode.

This means you can work on your changes without immediately affecting the signatures your users are currently using.

You can make as many adjustments as needed until you're happy with the result.

Compare before you publish

Another useful addition is the ability to compare your draft with the currently published version.

You can view the published version and the draft in the tabs above the preview window.

If something isn't quite right, simply continue editing the draft.

There is no need to publish the changes until you're completely satisfied with the result.

Publish when you're ready

Once your new signature is ready, you can publish the draft.

Publishing confirms that the new version is ready for use.

Users assigned to that signature will then receive the updated version of their signature.

Manage users separately

The second important improvement is the way users are assigned to signature.

Users can be added or removed at any time.

This can now be done without publishing the draft in a separate step.

This separation makes it easier to manage both the design and the users who use it.

Email notifications are now managed as a separate step

The third part of the improvement concerns the email notifications sent out to users when a signature is created or updated.

Previously, message handling was part of the process of creating or editing and publishing a signature. With the new approach, it is treated as a separate part of the workflow.

Separating these steps makes the overall process easier to understand and gives administrators more control over what happens when a signature is created or edited.

What does the new workflow look like?

With the latest improvement, the process can be thought of as a series of clear, independent steps.

1. Create the signature A newly created signature will have no assigned users.

2. Configure email notifications Set up the messages that will be sent to users when a signature is created or updated.

3. Assign users Choose which users should use the signature. Add or remove users whenever needed.

4. Edit the signature by creating a draft Save your edits as a draft, before you are ready to publish them.

5. Publish the signature Preview the changes made to the signature and update the published version to all users.

Why did we make this change?

The goal was to make AdSigner more flexible, transparent and easier to understand.

Managing email signatures often involves several tasks: creating a design, making changes, reviewing those changes, deciding when to publish them, managing which users should receive them, generating their individual signatures and handling the related messages.

By separating these steps, AdSigner gives you more control over the process.

You can work on a new design without immediately affecting users.

You can review changes before publishing them.

You can manage users independently from the design.