Email Notification Launch Guide - Everything You Need to Know

Updated 1 week ago by Tori Scharadin

Summary

Here's everything you need to know about launching the plain text signature via an email reminder that employees can activate signatures from with a one time copy/paste into their email signatures settings

Overview

Push to Email Explained

Deliver the Opensense signature straight to your employees' inbox on every device via the Pusher. A one time copy/paste into their signature settings is all it takes for beautiful email signatures on all devices and apps.

Deployment Tips and Best Practices:

  • Best day to deploy: early in the week to spur adoption through-out the rest of the week.

End User Experience:

  • Employees will receive their customized Opensense signature in their inbox on every device via an email from notifications@sendergen.com. They will need to complete a simple one time copy and paste of their Opensense signature into any devices they are sending emails from. Your branded Opensense Signature Instructions document contains set up instructions for major desktop and mobile applications.
  • The default signature will appear as plain text, and the recipient will always receive the robust, beautiful, highly engaging email signature design that is centrally managed by Marketing. Your branded Opensense Signature Instructions document showcases this transformation.

Internal Launch Communications

Communicating the Opensense launch before it happens can make the difference between receiving a few support emails and way too many if it's done poorly or not at all. To make it as easy as possible for you to take flight, here's an email example to get you started with your launch communications!

This email template was submitted with love by one of our customers who have successfully launched their email signatures! It's a great place to start, but remember that your email communication should be customized to your unique use case before sending out. This is the best time to prevent confusion for the end user. Additionally, we have highlighted any items that need to be personalized before sending out.

Launch communications should be sent 1-3 days before the day of launch. Bonus points for showcasing your new company signature even sooner than that on an all hands meeting!
If you have a launch communication email that you are proud of feel free to send it to your customer success manager so we can add it onto our knowledge base to help others!

Send 3 days before launch (Email Announcement 1 of 2)

To: All Employees

Subject: Standardized Corporate Email Signature

In an effort to present a stronger unified brand to our customers, we will be implementing a standardized email signature for all employees. Using a service called Opensense, the marketing team will now centrally manage the style and format of email signatures while employee contact information will be synced from our company directory. This ensures corporate email communications have a consistent appearance going forward.

This will also allow marketing an opportunity to routinely update email signatures with relevant banners such as a banner for upcoming webinars, live demos, tradeshow events, etc.

Additionally, this makes your life easier as you will never have to worry about editing or adding anything to your CompanyName email signature again!

Highlights of the new email signature block are:

You will receive an email from our team on Monday, May 18th with additional instructions on how to get this set up for you emails going forward.

If your signature contains incorrect contact information or you require any other assistance setting up your email signature, please contact Jane Doe for support: Jane.Doe@abc.com

Please do not add quotations, tag lines, memes, videos, alternative legal disclaimers, font changes, color changes, logo’s, etc. If you believe that you have a legitimate case for adding or changing something on your signature block please reach out to Jane DoeJane.Doe@ABC.com and your request will be reviewed and considered by Marketing.

We greatly appreciate your help in setting up your signatures.

Thank you!

READ: Whenever deploying the Opensense Signature in bulk

-Announce on an all hands meeting for an engaging launch
-Support requests tend to subside after a week or so after launch

Send day of launch (Email announcement 2 of 2)

To: All Employees

Subject: Corporate Email Signature Launch Today

You will receive an email from Opensense today with a personalized email signature block. Please take a moment to read the attached document to set up this new signature block on your corporate device(s). It contains step-by-step instructions for a variety of email clients – including Outlook, Outlook Web Access, iPhone & Android. This document will contain frequently asked questions, and will also showcase the transformation of your email signature, seen below:

*Please note: The signature will appear as plain text when sending an email, and the recipient will always receive the branded email signature design that is centrally managed by Marketing. You can send yourself a test email to your personal email or a colleague to confirm it's working as expected before sending an external email.

Due to contact information being synced with our company directory, any changes made directly to your signature block will be overwritten by directory info when sending email. If your signature contains incorrect info or you require any other assistance setting up your email signature, please contact our IT Helpdesk for support: help@ABC.com

Make sure you also add in which fields can be updated by employees, and which require contacting internal support to update.

Change Requests:

Do not add quotations, tag lines, former acquired company names, memes, videos, alternate legal disclaimers, font changes, color changes, font changes, Manufacturer logos, certifications etc. If you believe that you have a legitimate case for adding or changing something on your signature block please get approval from your manager, place an IT service ticket stating what you want and your request will be reviewed by Marketing for consideration. Do not make changes on your own. Thanks for your cooperation.

Signature Instructions Example to distribute to Employees

For Google Workspace

For Microsoft 365

Count Active Users (Adoption Monitoring)

Individual Edits in Users & Compliance

Opensense on O365


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