Email Signatures

As a Business Manager
I want to add a fixed company signature to Sales Invoice email templates
So that every invoice email includes consistent company contact information

Setup:

1. Open Document Handling E-mail Templates and click Template Card for the Sales Invoice row.
2. Enable Include Name and enter a label if desired (e.g. "Regards,"). Enter the static name in the label field, or leave it dynamic.
3. Enable Include Title, Include Phone, and Include Mail as needed, entering labels and static values.
4. Save. The signature will appear at the bottom of every Sales Invoice email.

Note: For a fully static signature (the same name/contact on every email regardless of sender), enter the text directly into the label fields and leave the dynamic options disabled.

As a IT Manager
I want to configure signatures to automatically show the name, title, phone, and email of the person who sends the email
So that customers can reply directly to the salesperson who sent the document

Setup:

1. Open the template card.
2. Enable Include Name, Include Title, Include Phone, and Include Mail.
3. Enable Enable Current User.
4. In User Setup, ensure each user who sends documents has their Email, Phone No., and Job Title fields filled in.
5. The app reads these fields at send time and inserts them into the signature automatically.

As a IT Manager
I want to configure the signature to use the salesperson or purchaser linked to the sending user in Document Handling Users
So that signatures reflect the responsible contact person, even when emails are sent by a different user on their behalf

Setup:

1. Open the template card.
2. Enable Use Salespers./Purch. Code from Document Handling User.
3. Enable the signature fields (Include Name, Include Title, Include Phone, Include Mail) as needed.
4. Open Document Handling Users and ensure each user has a Salespers./Purch. Code assigned.
5. The app looks up the sending user's linked salesperson/purchaser and resolves the signature fields from their contact record.

Note: Optionally enable Use Document Salespers./Purch. Code on the user's Document Handling Users record to use the salesperson/purchaser on the document being sent, rather than the one linked to the sending user.

As a IT Manager
I want to replace the structured signature fields with a fully custom HTML signature
So that the email signature matches our brand guidelines with custom fonts, colours, and layout

Setup:

1. Open the template card.
2. Enable Enable Html Signature.
3. In the Html Signature editor that appears, paste or type your custom HTML.
4. The HTML signature replaces all classic signature fields for this template. The {SignatureName}, {SignatureTitle}, {SignaturePhone}, and {SignatureEmail} placeholders can be used within the HTML if dynamic data is needed.
5. Save and send a test document to verify the rendering.

Note: The app automatically converts rgba() CSS colours to rgb() format for better email client compatibility.

As a Business Manager
I want to include the company logo in the email signature
So that outgoing emails are visually branded and professional

Setup:

1. Open the template card.
2. Upload the logo image using the Logo(Media) field on the signature section.
3. Set Placement of Logo in Signature to the desired position: Before Name, After Name, After Title, After Phone, or After Email.
4. Use Add Blank Line to insert a blank line before or after the logo for spacing.
5. Save and preview by sending a test document.

As a Business Manager
I want to add a short additional text (e.g. a legal disclaimer or a marketing tagline) at the end of the email signature
So that all outgoing emails include the required additional text without it being part of the main body

Setup:

1. Open the template card.
2. Enter the text in the Additional Text field.
3. Set Placement of Additional Text to End of Signature.
4. The text is appended after all other signature elements.

As a IT Manager
I want to quickly see which sending profile rows have an HTML signature enabled without opening each template
So that I can audit the signature setup across all document types at a glance

Setup:

1. Open Document Handling E-mail Templates.
2. The HTML Signature Enabled column shows a read-only indicator for each row.
3. This field is a FlowField — it evaluates to true if the template assigned to Document Template has Enable Html Signature turned on.