Email Signatures

OutSales supports email signatures that are automatically appended to AI-generated follow-up emails. You can configure a global signature in your profile, enable or disable it per agent, and override it for individual activities.

Signature Priority System

OutSales uses a three-level priority system to determine which signature appears on each email:

1. Custom signature (highest priority) -- If you have set a custom signature for a specific activity, it is used regardless of other settings.
2. Profile signature -- If the agent has "Append Email Signature" enabled and you have configured a signature in your Profile settings, this signature is used. It can include both text and a logo image.
3. First name fallback (lowest priority) -- If neither of the above is available, your first name from your profile is used as a simple sign-off.

Setting Up Your Profile Signature

1. Click your avatar in the top-right corner and select Settings.
2. On the Profile tab, scroll down to the Email Signature section.
3. Use the signature editor to compose your signature text. You can include your name, title, phone number, company name, and any other details.
4. Optionally, upload a logo image (see below).
5. Click Save Changes.

Adding a Logo

To add a logo to your signature:

1. In the Email Signature section of your profile, click the logo upload area or drag and drop a file.
2. The logo must be a PNG file and no larger than 2MB.
3. The image is automatically resized to fit within 300x100 pixels while maintaining its aspect ratio.
4. A preview of the logo appears after upload.
5. Click Save Changes to store the logo.

To remove an existing logo, click the remove button next to the logo preview and save.

Enabling Signatures on an Agent

Uploading a signature in your profile does not automatically add it to emails. You also need to enable the signature on each agent:

1. Open the agent and go to the Settings tab.
2. Find the Append Email Signature toggle.
3. Turn it on (blue) to include your profile signature in emails generated by this agent.
4. Click Save Settings.

When this toggle is off, no profile signature will be appended to emails for that agent, regardless of your profile configuration.

Overriding Signatures Per Activity

You can customize the signature for any individual activity:

1. Open the activity in the Activity Drawer by clicking its row in the Activities table.
2. Click the Edit button (pencil icon) next to "Follow up email."
3. In the edit view, you will see the signature section with an Add/Remove toggle.
4. Edit the signature text as needed for this specific activity.
5. To remove the signature entirely for this activity, toggle it off.
6. Click Save.

The custom signature you set on an activity takes the highest priority and will be used instead of your profile signature.

How Signatures Appear in Emails

When an email is sent, the signature appears below the email body, separated by a divider line. If a logo is configured, it appears as an image within the signature area.

The signature is rendered as HTML in the actual email, preserving formatting, line breaks, and the logo image.

Tips

• Keep it concise -- A good email signature includes your name, title, company, and one or two contact methods. Avoid making it too long.
• Use a clear logo -- PNG format with a transparent background works best. Keep the image dimensions reasonable -- it will be resized to fit within 300x100 pixels.
• Test the look -- After setting up your signature, send a test email by approving an activity and checking how it appears in the recipient's inbox.
• Use per-activity overrides sparingly -- The profile signature provides consistency across all your emails. Only override it when a specific email needs different sign-off information.