Document summary
This document provides detailed information about the services offered to customers utilising our Email Signature Management solution. It is designed to provide clarity on the scope of the items included within the overall service provision.
Core service provision
Our Email Signature Management service ensures professional, consistent, and compliant email signatures across the organisation. It simplifies management, integrates seamlessly with major email platforms, and offers the following feature set:
- Centralised management of email signatures for all users, ensuring branding consistency
- Customisable templates to include dynamic elements like user names, job titles, and departments
- Integration of marketing banners, event promotions, or disclaimers into email signatures
- Automated deployment and real-time updates for organisation-wide signature changes
- Compliance-ready signatures with legal disclaimers and regulatory information included
The solution is fully managed by our in-house team, providing a hassle-free experience for IT and marketing departments. During on-boarding, templates and configurations are customised to align with the customer’s branding needs. Additionally, training can be provided to an in-house team if they wish to manage this.
Service desk support
Customers can contact our dedicated support team for assistance with queries or changes. Typical requests include:
- Updating email signature templates to reflect new branding, campaigns, or policies
- Adding or modifying dynamic fields in email signatures (e.g., phone numbers, job titles)
- Resolving issues with missing or incorrectly displayed signatures
- Assigning specific signature templates to departments or user groups
Service coverage is provided in line with the customer’s existing Managed IT Service support contract.
Alert management
Our team monitors the Email Signature Management platform for the following events:
- System updates or scheduled maintenance affecting signature functionality
- Service disruptions, including connectivity issues with the email platform
- Critical incidents such as errors in template updates or synchronisation failures
Upon receiving alerts, our team conducts a review and communicates with customers if any action or downtime is expected.
Vendor escalation
Our team works closely with our preferred partner for the email signature management solution, escalating incidents when required. All initial troubleshooting and analysis are conducted internally before vendor escalation for platform-specific or advanced support needs. This process is fully managed by our team, with no additional cost to the customer.
Addition of new features
When new features are introduced to the platform that could benefit the customer, our team reviews their suitability and communicates any necessary changes. If these features require adjustments to existing functionality or service disruption, customers are informed and a collaborative plan is developed.
For additional customisation or integration requiring significant effort, these items will be scoped and discussed independently with the customer.
On-boarding
The on-boarding steps for the core components are listed below:
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Initial requirements assessment
- Identify branding guidelines, legal disclaimers, and marketing objectives
- Review the customer’s email platforms and user groups
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Template design
- Create branded email signature templates based on organisational needs
- Include placeholders for dynamic fields (e.g., name, department)
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Platform setup
- Configure the email signature management platform
- Connect the solution to the customer’s email service (Microsoft 365, Google Workspace, etc.)
- Sync users from the customer tenant
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Policy configuration
- Assign templates to specific departments, teams, or user groups
- Define policies for applying signatures
- Set up automatic disclaimers for emails
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Testing
- Perform a pilot deployment with a small user group
- Collect feedback and fine-tune templates and settings as needed
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Training (if required)
- Train marketing (or other team) on creating and deploying signatures via the platform
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Rollout
- Deploy the signatures across the organisation