GPO/InTune and Stamping Hybrid Deployment - Everything You Need To Know

Updated 2 weeks ago by Tori Scharadin

Summary

Here's everything you need to know about launching the plain text signature into your employees' Outlook desktop app, while also activating signatures for all other email clients and devices through what's known as stamping.

Overview

GPO/Intune Script Deployment Explained

Applies the Opensense plain text signature block to Outlook desktop signature settings for users as scoped by the script.

Deployment Tips and Best Practices:
  • System Admin will run a script for initial launch. Script can then be used for ongoing employee onboarding
  • We can supply you with a script, just ask your Customer Success rep.
  • Best day to run script: any day, after peak email hours.
End User Experience: 
  • Nothing to do, as this is a touchless onboarding experience 🙌🏻
  • The Opensense signature will be each user's default signature in their Outlook desktop app once the script is run (Confirm with your technical team if they have modified the script and what, if any, other behaviors to expect). 
  • The signature will appear as plain text in Outlook, and the recipient will always receive a beautiful email signature design that is centrally managed by Marketing. Your branded Opensense Signature Instructions document showcases this transformation.

Stamping Explained

Appends a signature to all emails from any device, after the email is sent. Note: will only add a signature when plain text signature block is not already present in the body of the email

Deployment Tips and Best Practices:
  • Your System Admin adds users to an AD group (commonly named "Opensense Stamping")
  • Best day to deploy: any day, off peak email hours.
  • Updating the stamping rule in the Microsoft Exchange Admin Center can take up to 48 hours to fully adjust, though it typically happens much quicker. This is on the Microsoft side, unrelated to Opensense.
End User Experience: 
  • Employees will need to remove their old signature from their devices if they had one
  • Upon deployment, emails sent from their corporate email address(es) will have the Opensense signature "stamped" onto the email after the email is sent.
  • No signature will be visible in the body of sent emails

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!

To: All Employees

Subject: Standardized Corporate Email Signature

In an effort to present a stronger unified brand to our customers during the transition from CompanyName, 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.

For employees with computers connected to our corporate network, our IT team will also be enabling a policy today that will automatically update your email signature in Outlook the next time you log in. When sending from a mobile device, the email signature will append automatically after you send an email. If you have an existing signature on your mobile device, please turn it off.

Finally, 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

Highlights of the new email signature block are:

Change Requests:

Do not add quotations, tag lines, former acquired company names, memes, videos, alternate legal disclaimers, 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.

*Please note: The signature will appear as plain text when sending an email from Outlook, and you will not see an email signature when sending from your mobile device. The recipient will always receive the beautiful, highly engaging email signature design that is centrally managed by Marketing. Your branded Opensense Signature Instructions document showcases this transformation.

Thank you!

Whenever deploying the Opensense Signature in bulk:

-Announce on an all hands meeting for an engaging launch
-Reduce internal support requests by sending a reminder email (or two!) leading up to launch
-Support requests tend to subside after a week or so after launch

Optional: Push email signatures to Outlook Web Access (OWA)

If it's important to you to deploy signatures to Outlook Web Access, You can find out how to do this in our guide to pushing signatures to OWA. From the end user's perspective, this will be the same touchless experience they will have with Outlook Desktop. The only action required here is a page refresh if they are already logged in.


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