Signatures and disclaimers are an important part of emails, especially in the legal field.
In Actionstep, a signature can be created for system and personal emails. There is one signature that is used for all system mailboxes. Each user can have a specific signature that is used for all of their personal mailboxes. Signature text is appended to the end of an email when sent.
A disclaimer can be added for the system. The text of the disclaimer is appended to all email messages sent out of Actionstep.
System Default Disclaimers and Signatures
Actionstep users can take advantage of global default signatures. These are company-wide default signatures. These signatures are used when sending mail from a system mailbox.
A disclaimer can also be added. It will be used on all emails sent from your Actionstep system.
Go to Admin>Email>Outbound Email
|Note: Systems with SMS enabled > "Email" admin option will be labeled "Email & SMS"|
A disclaimer and signature can be added in the System Settings section.
To add a disclaimer, ensure the disclaimer is toggle "On" and enter your disclaimer text.
To add a signature, ensure the default signature toggle is "On" and enter your signature text.
Users can add their own email signatures as well. The user signatures are set up in the "My profile" screen. This signature will be used when sending from a personal mailbox.
To add a signature select your name in the top righthand corner of your Actionstep home screen.
In the Outbound email section
Using Merge Fields in Email Signatures
You can use the common participant type merge fields in email signatures to reference the company or user information. A typical example might be something like the following (in HTML view):
<img src="[[DivisionLogo|pt=Div__user]]" alt="[[CompanyName|pt=Div__User]]">
Including Images in Email Signatures
You can either upload an image to your email signature by clicking on the image icon in the signature editor or you can use the "DivisionLogo" merge field.
A third option is to reference an image on an external website (e.g. http://mycom.com/logo.gif), however, this is not recommended because many mail clients do not download linked files and so your logo may not appear when viewed by the recipient.
To upload an image click on the image icon in the signature editor
If you upload an image make sure it has been resized correctly. Recommended size approximately 200x60.
Under the Hood
If you upload an image file then be sure that it has been sized correctly. ActionStep will Base-64 encode the image and place this into the HTML. When the email is sent the image will be included as an inline attachment.
Using Merge Fields
Make sure you surround the DivisionLogo merge field with an html "<img>" tag. For example: